We are seeking a highly organized and proactive Executive Assistant/Office Manager to provide comprehensive administrative support to our executive team. The ideal candidate will be adept at managing multiple priorities, handling confidential information with discretion, and communicating effectively with stakeholders at all levels. This role requires impeccable attention to detail and the ability to anticipate the needs of the executives to ensure smooth day-to-day operations.
Responsibilities:
- Calendar Management: Maintain and organize executives' calendars, scheduling meetings, appointments, and travel arrangements efficiently.
- Communication: Act as the primary point of contact for internal and external communications, screening and prioritizing emails, phone calls, and correspondence.
- Administrative Support: Prepare and edit correspondence, presentations, reports, and other documents as needed. Handle expense reports, invoices, and other administrative tasks with accuracy and attention to detail.
- Meeting Coordination: Arrange and coordinate meetings, conferences, and events, including booking venues, arranging catering, and preparing meeting materials.
- Information Management: Maintain accurate records, files, and databases, ensuring easy access to information and efficient retrieval of documents.
- Travel Arrangements: Coordinate domestic and international travel logistics, including flights, accommodations, transportation, and visa processing.
- Confidentiality: Handle sensitive information and maintain confidentiality at all times, exercising discretion and professionalism in dealing with confidential matters.
- Relationship Management: Build and maintain positive relationships with internal and external stakeholders, representing the executives professionally and effectively.
- Project Support: Assist with special projects, initiatives, and ad-hoc assignments as required, providing administrative and logistical support to ensure successful outcomes.
- Priority Management: Prioritize and manage multiple tasks and deadlines effectively, proactively identifying and addressing potential issues to ensure timely completion of projects.
Qualifications:
- Proven experience as an Executive Assistant or similar role, supporting senior executives in a fast-paced environment.
- Excellent organizational and time management skills, with the ability to prioritize tasks and manage competing priorities effectively.
- Strong written and verbal communication skills, with the ability to interact professionally with individuals at all levels.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
- Discretion and confidentiality in handling sensitive information and dealing with confidential matters.
- Ability to anticipate needs and proactively address issues, demonstrating resourcefulness and initiative.
- Bachelor's degree preferred, or equivalent combination of education and experience.
Additional Information:
- This is a full-time position based at our Houston office.
- The successful candidate may be required to work occasional evenings or weekends to support executive team activities.
- We offer competitive compensation and benefits packages, including health insurance, retirement plans, and paid time off.
Job Type: Full-time
Pay: $50,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
- Weekends as needed
Ability to Relocate:
- Houston, TX 77040: Relocate before starting work (Required)
Work Location: In person