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Executive Assistant

2 months ago

Houston, United States Carriage Services Full time
Job DescriptionJob Description

Executive Assistant

At Carriage Services, we are united by our purpose of creating premier experiences through innovation, empowered partnership, and elevated service. As a member of our team, you'll join a dynamic community dedicated to setting new standards in the Funeral and Cemetery profession. Join us on this exciting journey as we continue to shape the future of our industry. Carriage Services is an equal opportunity employer.

The Executive Assistant is responsible for providing administrative support to the President and CFO of Carriage Services. This role involves handling a wide range of administrative tasks, including support with scheduling, travel, producing documents and presentations, and preparing for Board meetings. The ideal candidate is highly self-motivated, proactive, professional, and capable of managing their workload and prioritizing tasks in a fast-paced environment.

Compensation: $80k+

Job Type: Full - Time Executive Assistant (Hybrid 4 days in office)

Location: Houston, Texas (Galleria)

Key Responsibilities:

Support of President and CFO

  • Manage and organize the schedule, including arranging meetings, appointments, and travel itineraries.
  • Coordinate and schedule meetings with internal and external stakeholders.
  • Serve as the primary point of contact between the executive and internal/external stakeholders.
  • Draft, review, and send communications on behalf of the executive, including emails, reports, and presentations.
  • Prepare meeting agendas, take minutes, and follow up on action items.
  • Organize and manage logistics for meetings, including booking rooms and arranging necessary equipment.
  • Arrange and coordinate travel plans, including flights, accommodations, and transportation.
  • Prepare detailed travel itineraries and ensure all necessary documentation is in order.
  • Prepare and maintain documents, reports, and presentations.
  • Manage sensitive information with discretion and confidentiality.
  • Assist with general office tasks, such as ordering supplies, managing office equipment, and coordinating office events, as it relates to the office of the President and CFO.
  • Assist with special projects as assigned, including research, data collection, and report preparation.
  • Track project timelines and ensure deadlines are met.
  • Support other administrative tasks as needed.

Supports the Board of Directors

  • Schedules and sets-up Board meetings, committee meetings and manages logistics.
  • Prepares the Board materials, edits and proof-reads, copies, collates and distributes it as well as maintains the official Board books.
  • Schedules Board and committee meetings and if required, prepares needed materials.
  • Provides documents and information upon request.
  • Maintains mailing lists, Board lists, policies, and other Board information.
  • Uploads and catalogs documents to virtual Board Portal, Boardvantage.

Qualifications:

  • Bachelor’s degree preferred, or equivalent work experience.
  • 3-5 years of experience as an executive assistant or in a similar administrative role supporting C-Suite executives.
  • Experience working in a fast-paced environment and managing multiple priorities.
  • Excellent organizational and time management skills.
  • Familiarity with Boardvantage, or other online Board management portals, is preferred, but not required.
  • Strong written and verbal communication skills.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to handle confidential information with discretion.
  • Strong problem-solving skills and attention to detail.