Executive Assistant to CEO

3 weeks ago

Houston, United States MaKiin Concepts Full time
Job DescriptionJob Description
About the Role


The Executive / Personal Assistant to the CEO is a dynamic individual that will play a pivotal role in supporting the CEO and driving seamless operations of her office. Are you an organized multitasker with a keen eye for detail and a passion for providing exceptional administrative support? This is your opportunity to showcase your skills, collaborate with cross functional teams and be the driving force behind our CEOs success. Step into a fast-paced environment where no two days are the same, and your contributions will make a tangible impact on our companys growth. If you're ready to take your career to the next level as a trusted partner and make a real difference, we invite you to join us as our CEOs new Executive / Personal Assistant.

Essential Job Responsibilities


Manage and organize the CEO's calendar, including scheduling meetings, appointments, and travel arrangements. Coordinate with internal and external parties to ensure efficient time management.

Handle incoming calls, emails, and other forms of communication on behalf of the CEO. Prioritize messages, draft responses, and ensure timely and effective communication.

Make travel arrangements, including booking flights, accommodations, transportation, and preparing itineraries. Coordinate logistics and necessary travel documents.

Prepare meeting agendas, documents, and presentations. Attend meetings, take minutes, and follow up on action items. Ensure that meeting materials are organized and accessible.

Perform various administrative duties, such as managing files, handling expense reports, processing invoices, and maintaining confidential records. Assist with document preparation, editing, and proofreading.

Provide personal support to the CEO, such as managing personal appointments, handling personal correspondence, and organizing personal events or functions.

Build and maintain professional relationships with internal and external stakeholders, including clients, partners, and team members. Serve as a liaison between the executive and others, representing them professionally.

Conduct research, compile data, and prepare reports or presentations as requested. Providing relevant information and insights to assist the executive in decision-making processes.

Handle sensitive and confidential information with utmost discretion and professionalism. Maintain a high level of confidentiality and ensure appropriate safeguards are in place.

Prioritize tasks, meet deadlines, and manage competing demands effectively, and anticipate needs, proactively address issues, and adjust priorities as necessary.

Identify opportunities to improve efficiency and implement effective organizational systems.

Assist in coordinating and managing special projects, initiatives, or events, and monitor project timelines, track progress, and provide regular updates to the executive.

Oversee the smooth functioning of the CEO's office, including ordering supplies, managing budgets, coordinating with IT support, and handling other administrative tasks as required.

Assist with personal tasks and errands as requested by the executive.

Competencies you must have


Excellent organizational and time management skills, with the ability to multitask and prioritize effectively.
Strong written and verbal communication skills, including professional phone etiquette.
Attention to detail and problem-solving abilities.
Ability to maintain confidentiality and exercise sound judgment.
Strong interpersonal skills and the ability to work effectively with individuals at all levels of the organization.
Flexibility to adapt to changing priorities and work in a fast-paced environment.

Experience and Qualifications


High school diploma or equivalent; additional education or certifications in office management, or business administration is a plus.

5+ years experience as a personal assistant or executive assistant, preferably supporting senior-level executives.

Proven experience providing high-level administrative support is crucial for an executive assistant role. This includes managing calendars, scheduling appointments, coordinating meetings, handling correspondence, and organizing travel arrangements.

Demonstrated experience in managing complex calendars and schedules is essential. This includes coordinating appointments, meetings, and events, resolving scheduling conflicts, and ensuring the executive's time is optimized.

Proficiency in office productivity tools, such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management systems.

Work Environment


Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting.

Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.

  • Ability to work in both indoor and outdoor environments, and
  • Work with frequent interruptions, maintain emotional control under stress.
Background and credit check required. No misdemeanors permitted.

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