Executive Administrative Assistant

3 weeks ago

Houston, United States Pinnacle Clinical Research, LLC Full time

Summary: Provides multi-faceted administrative support and assistance to ensure effective use of senior leadership's time and productive interactions with staff and the key stakeholders. Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people. Manages the senior leadership's schedule, meeting preparations, follow-up tasks, and complex travel arrangements. Conducts information gathering on behalf of the senior leadership and prepares summaries and reports. Develops positive and strategic relationships at all levels of the organization. Uses discretion, judgement, and knowledge of the organization to facilitate the senior leadership's directives and support while maintaining confidentiality.


Duties and Responsibilities:

  • Provides administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications for Senior Leadership as needed.
  • Assist with special projects.
  • Prepare materials, events, and meetings; arrange travel plans and itineraries, and provide support for all travel-related logistics.
  • Serve as a main point of contact for internal and external communication with Senior Leadership including information that is highly confidential or critical in nature. Prioritize and determine appropriate course of action, referral, or response.
  • Make travel arrangements, complete expenses, and mileage reports.
  • Maintains comprehensive and accurate records.
  • Organizes meetings, including scheduling, sending reminders, and organizing catering when necessary.
  • Answering phone calls in a polite and professional manner.
  • Respond to internal and external requests for information in a proactive and timely manner.
  • Maintain confidentiality with sensitive information and correspondence.
  • Manages site calendar, including making appointments and prioritizing the most sensitive matters.
  • Produce timely and accurate information reports as requested.
  • Creates spreadsheets and presentations.
  • Manage the efficient flow of information for the President, including maintaining electronic and paper files, folders, and other important materials.
  • Receive and process all incoming and outgoing mail.
  • Communicate with teams and assist with project support as needed.
  • Process office expenditures, including but not limited to corporate credit card accounts, memberships, and business expense reports.
  • Provides support to various directives from CEO and executive level as needed.
  • Willing to travel between Pinnacle locations, if needed.

Education/Experience:

  • Minimum of a Bachelor’s degree plus 2 years of administrative experience supporting senior leadership.
  • Previous administrative experience.

Certificates and Licenses:

  • Valid driver's license and insurance

Knowledge, Skills, and Other Abilities:

  • Spanish speaking strongly preferred but not required
  • Ability to manage multiple assignments, set priorities, and adapt to changing conditions
  • Project Coordination
  • General Data Analysis Software
  • Document Creation Software
  • Excellent Written and oral communication skills
  • Organizational skills
  • Ability to pay attention to detail
  • Ability to work independently and multi-task in a fast-paced team environment
  • People skills including possessing a positive, friendly, and professional demeanor
  • Ability to communicate in a diplomatic and professional manner
  • Strong interpersonal skills
  • Advanced knowledge of Microsoft Office Suite
  • Proactive at identifying, addressing, and solving issues in real time
  • Energetic self-starter, results oriented, and the ability to work effectively in an entrepreneurial environment
  • Internet Explorer, Google Chrome, Mozilla Foxfire, and web-based enterprise solutions software.

Work Environment and Physical demands:


The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Work is performed in an office or remote.
  • Weekend or after-hours work may be required from time to time.
  • Occasional travel may be required domestic and/or international.
  • Ability to work in an upright and/or stationary position for 6-10 hours per day.
  • Frequent mobility required.
  • Occasional squatting, kneeling, or bending.
  • Light to moderate lifting and carrying (or otherwise moves) objects including medical equipment with a maximum lift of 20-50 lbs.

Pinnacle Clinical Research is an equal opportunity employer. All applicants will be considered for employment without regard to race, color, religion, disability, gender, national origin, age, genetic information, military or veteran status, sexual orientation, gender identity, marital status or any other protected Federal, State/Province or Local status unrelated to the performance of the work involved.


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