Job Description

Executive Assistant

Executive Administrative Assistant
Onsite Role - Downtown Houston, TX

Overview
We are seeking an experienced Executive Administrative Assistant to provide high-level support to members of the executive leadership team. This role involves managing schedules, coordinating communications, planning and executing events, and serving as a liaison with internal and external stakeholders, including senior leaders, board members, and strategic partners across the U.S. and Canada.

Key Responsibilities

• Manage complex calendars, schedule meetings, and provide timely reminders for assigned executives.

• Coordinate logistics for high-level meetings, including board meetings?preparing materials, sending pre-read documentation, taking notes, and distributing follow-up communications.

• Handle confidential and sensitive information with discretion, including strategic plans, financial data, and legal matters.

• Receive and screen phone calls, emails, and visitors, ensuring timely and professional responses.

• Arrange complex domestic and international travel, including detailed itineraries and contingency planning for last-minute changes.

• Plan and manage large-scale, multi-day corporate events, including negotiating contracts, coordinating resources, and resolving unforeseen issues.

• Prepare reports, presentations, expense submissions, and correspondence as requested.

• Manage executive-led projects from inception through completion.

• Create professional presentations and briefs for internal and external audiences.

• Conduct research and gather information to support executive decision-making.

• Perform special projects and additional tasks as assigned.

Required Qualifications

• Bachelor?s degree or equivalent combination of education and experience.

• Minimum of 10 years of administrative experience, with at least 5 years supporting C-level executives.

• Strong event planning experience, including managing board-level and large-scale meetings.

• Valid driver?s license with ability to travel up to 20%.

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with tools such as SharePoint, Canva, Ariba, and Coupa.

• Exceptional organizational skills with strong attention to detail.

• Ability to handle multiple priorities in a fast-paced, deadline-driven environment.

• Excellent written and verbal communication skills.

• Demonstrated professionalism, integrity, and discretion.

Preferred Attributes

• Self-starter with a proactive, positive attitude.

• Adaptable to change and comfortable working in dynamic environments.

• Able to quickly understand executive preferences and work styles.

• Strong problem-solving skills and resourcefulness.

Interested candidates please send resume in Word format Please reference job code 135105 when responding to this ad.

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