Executive Assistant
Company Overview:
Gulf Copper LLC, a subsidiary of Davie Defense, is a leading Marine Repair and New Construction company based in Galveston, Texas, with more than 75 years of ship repair and fabrication experience on the Gulf Coast. Gulf Copper’s primary business is the repair and refurbishment of marine vessels, ship construction, and fabrication for transportation, government, and oil and gas markets.
Benefits:
401 (k)
Group Health & Dental Plan
Short-& Long-Term Disability Insurance
Life & Voluntary Life Insurance
Holiday & Vacation Pay
Employee Assistance Program
Essential Duties and Responsibilities:
This position is responsible for the following: Other duties may be assigned.
Provide high-level administrative support by conducting research, preparing complex reports, staff communication, and handling information requests and others as required by daily operations. Includes maintaining various ShareFile sites for contracts, quality management program, and cyber security systems and reporting.
Compliance tasks will most likely include being a Local Quality Assurance Representative (LQAR).
Compose and distribute meeting notes/minutes, routine correspondence and other documents such as presentations, expenses, statistical, or monthly reports.
Utilize the following tools at the advanced level of proficiency (Outlook, SharePoint, OneDrive, Teams, MS Office, including Word, Excel, PowerPoint).
Actively participate and assist with events within and managed by the Employee Stock Ownership Plan Communications Committee Coordinate office activities such as picnics, birthday celebrations, community service, etc.
May oversee projects or programs and/or supervise, train, monitor, and evaluate the work of other administrative staff.
Make travel arrangements, primarily for executives; receive visitors, arrange meetings and conferences.
Establishing and maintaining various requests for information and data population of portals set up by and for customers, vendors, clients and leadership teams.
Represent the company by participation in industry associations, community, and business groups, etc.
Carryout external errands such as Order/pickup lunch for meetings, pick up/drop off US Mail, FedEx, etc. as needed.
Positively represent Gulf Copper to the public, businesses, and other agencies as requested.
Prepare, track, and submit executive expense reports, receipts, and supporting documentation in accordance with company policies as needed.
Assist with planning and execution of company-sponsored events, leadership meetings, employee engagement activities, and community outreach initiatives.
Coordinate catering logistics for meetings and events, including setup, vendor communication, inventory management, and cleanup following events.
Maintain inventory and distribution of employee recognition items, company merchandise, promotional materials, and employee swag.
Provide administrative support to the Executive Office Manager by assisting with overflow assignments, special projects, reporting, scheduling, and departmental initiatives.
Manage conference room readiness and event preparation to ensure a professional environment for employees, customers, vendors, and guests.
Support internal communications initiatives and employee engagement activities that promote company culture and organizational effectiveness.
Assist with ordering office supplies or company items when needed.
Inform the Executive Office Manager of needed office and meeting supplies Bi-Weekly.
Required Education & Experience:
Associate’s degree in business administration preferred.
Five (5) years or more experience in executive administrative support preferred.
Experience and strong knowledge of M365 (Outlook, SharePoint, OneDrive, Teams, MS Office, including Word, Excel, PowerPoint.
Experience scheduling executive meetings and travel arrangements for upper management.
Working Conditions:
Must possess mobility to work in a standard office setting and use…