Executive Assistant

Overview

Administrative support for CEO & SVP, handling correspondence, travel, CRM, events.

Key Responsibilities

• travel coordination
• trade show
• meeting scheduling
• report generation
• visa management
• file management

Tasks

-Travel arrangements for the CEO and SVP (both Domestic and international flights and hotels, transportation) incl. itinerary/meeting coordination and planning. -Support Marketing/Communications. Arrange regional trade show participation (posters, handouts, hotel booking, booth reservation, display stands, etc.). -Planning and scheduling internal meetings, external conference calls, and web based presentations. -Handle personal/private tasks for CEO and SVP -Run various weekly reports for CEO and SVP. Follow up on required report updates through various staff members. -Backup support for receptionist on telephone overflow. -Follow up on conferences and trade show leads created by SVP (mailings, databank updates, etc.). -Clerical support to CEO and SVP (Organize and maintain paper and electronic files). -Handle day to day affairs of the Austrian Consulate (manage visa applications, inquiries, organize support for Austrians in an emergency situation). -Manage incoming correspondence, including telephone call screening, occasional email management

Requirements

• crm tools
• excel
• pipelinercrm
• proofreading
• event planning
• bachelor

What You Bring

-Must have knowledge of and experience with CRM tools. -High level computer knowledge of various software applications to perform functions as required, including latest versions of Excel, PowerPoint, Word, Adobe Acrobat -Heavy contact management in CRM database (PipelinerCRM). -Minimum two years of experience supporting Executive management. -Must have exceptional experience in proofreading, grammar and typing skills. -Special internal and external event planning and coordination. -Highest level of proficiency in business correspondence. -Must have the ability to organize and communicate effectively with executive management and employees. -Dictaphone transcription for SVP. -Bachelor degree required. Preference in Business or similar degree. -Must be adept with using Dictaphone and transcribing.

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About Headworks International

-Founded in 1994 and headquartered in Houston, the business began as a manufacturer of self‑cleaning screens and grew into a global wastewater technology provider. -Typical engagements include municipal and industrial water treatment plants, marine systems, and retrofit upgrades using compact biofilm technologies. -It has forged strategic partnerships in Ireland and the UK, delivering solutions like Perth WWTW upgrades with Scottish Water. -Unusual fact: it’s one of the originators of MBBR/IFAS technologies and develops patented anaerobic biofilm systems under one roof.

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