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Executive Secretary (370645)

Our Houston Research Center focuses on research and innovation in geology, geophysics, reservoir engineering, production technology, drilling, and sensors development to advance the discovery and recovery of oil and gas. Located in Houston’s Energy Corridor, the center neighbors the nation’s leading petroleum engineering universities, labs, manufacturers, and service companies.

Basic Function:

The essential function of this position is to provide high-level administrative, secretarial and clerical duties for the assigned department-level manager or executive.  This position requires initiative in being able to anticipate the needs of the manager or executive and all duties require a high degree of confidentiality. 

Duties & Responsibilities:

  • Provide skilled secretarial support to executive in assigned Department
  • Open, read and prioritize incoming mail; handle routine requests on own initiative
  • Compose transmittal letters and reply to routine correspondence
  • Provide typing services to the Manager, and to subordinates and visitors as required
  • Take and transcribe dictation, using shorthand or fast longhand, dictaphone or other means preferred by the executive
  • Maintain appointment calendar, resolve schedule conflicts, and schedule meetings as directed
  • Coordinate planning and logistics for business trips, conferences and large meetings, ensuring that all arrangements are complete and of acceptable standards
  • Receive visitors and phone calls, tactfully determines the nature of the call, and refer to appropriate individual or handle the business personally
  • Prepare and maintain confidential company documents such as minutes, management information items, letters and memos
  • Maintain organized filing system for the executive's correspondence, files and other records
  • Calculate and submit expense reports
  • Utilize PC's, or access mainframe computer through remote terminal to input or download data for management use
  • Perform other administrative and support duties as directed by the executive, manager or director

Education and Experience:

  • High school diploma or GED required; Associate’s degree or equivalent from a two-year business or trade school is preferred; CPS designation is considered ideal, but not required
  • Eight (8) years secretarial experience required; previous experience in supporting high-level managers, directors or executives is preferred
  • Proficient in all MS Office applications
  • Must be able to communicate in and comprehend English (including, spelling, grammar, vocabulary and punctuation) at a level required to perform the job as outlined
  • Must have polished telephone etiquette
  • Must be able to function in situations requiring tact, discretion and good judgement and have excellent human relations skills
  • Must possess good work habits, a strong work ethic, and be able to adhere to company work hours, policies, and standard business etiquette


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