Department: Finance / Human Resources

Summary:: Under the direction of the Vice President, Human Resources, the Administrative / HR Assistant provides executive level administrative support to the VP, HR, the CFO and the Human Resource and Finance departments. This is a key role that will be located in the Houston office but that regularly interacts with offices in Freeport, TX and Madrid, Spain as well as other internal and external employees and customers / vendors.

Essential Duties and Responsibilities include the following items. Other duties may be assigned as needed to meet business and customer needs.

• General clerical assistance to the Finance and Human Resources Departments
• Pulling reports from HRIS, Banks, and other systems as needed
• Prepare executive presentations, special reports, memoranda, transcribing, and word processing, compose letters and routine correspondence as requested
• Conduct requested research via internet or other means
• Scheduling meetings, arranging travel, ensuring availability of meeting media, materials and resources
• Back up the processing of payroll and providing support to other members of the executive team as needed
• Process expense reports, invoices, and other departmental payables
• Screen and prioritize correspondence
• Process requests for Certification from Insurance from Carriers or Brokers as appropriate accurately and in a timely manner
• Maintain database of job descriptions, post positions, and screen resumes as requested
• Ensure adequate supplies
• Provide back up support for the clerical accounting functions, such as accounts payable, billing and credit / collections
• Provide back up support for front desk reception area, including answering multiple phone line system and directing inquiries accordingly
• Act as a liaison to other departments, vendors, and employees to solve problems and ensure needs are met.

Qualification/requirement:

• Excellent attention to detail
• Works well in a team environment
• Able to work with a diverse group of people
• Demonstrates eagerness and ability to quickly learn and be proficient in new tasks and applications
• Demonstrated problem analysis and solving abilities
• Ability to follow outlined processes and make recommendations for increased efficiency where appropriate
• Bilingual, Spanish and English
• Demonstrated proficiency in Office applications, including Excel and Word
• Courteous and professional phone and electronic mail etiquette
• Must be able to sit for extended periods of time, speak on the phone, stoop, bend, and reach regularly and lift up to 25 pounds occasionally.

Experience/Training:

• High School Diploma or Equivalent Required; Associate degree in business, Human Resources, Finance or a related field preferred
• Minimum of two years of relevant experience required