Executive Assistant

3 weeks ago

Houston, United States Onit Full time
Job DescriptionJob DescriptionOnit is seeking an Executive Assistant who is self-directed, reliable, and excited about working in a fast-paced environment. The Executive Assistant will work directly with key stakeholders, including department leads, board members, and staff. This individual will support the CEO and other members of the C-Suite. They will be responsible for performing a variety of administrative duties in addition to special projects.
The Executive Assistant must be energetic, extremely organized, professional, and enjoy working within an entrepreneurial environment. The ideal individual will have a strong time management and organization system, impeccable written and verbal communication skills, and be capable of managing multiple priorities.
Location: 
  • Hybrid – Houston, TX (Galleria) or Austin, TX (The Domain)
RESPONSIBILITIES
Schedule Management
  • Coordinate the CEO’s schedule including day-to-day and long-term management of appointments, projects and priorities
  • Ensure CEO is well-prepared for all meetings, including providing any research or reports needed and setting up materials and food
  • Draft emails and written responses on behalf of the CEO
  • Greet guests and meeting participants at the office
  • Make all travel arrangements for leadership team
Communication
  • Serve as the primary point of contact between the CEO and external stakeholders
  • Work with the key staff to maintain the contact database and ensure key stakeholders receive appropriate touch points
  • Draft emails, newsletters and other communications to be sent on behalf of or by the CEO
  • Facilitate, build and monitor stakeholder relationships
  • Independently manage phone, email, and mail requests and respond appropriately
Administrative Support
  • Manage expense reports and travel reimbursements for CEO
  • Maintain a strong filing and office organization system
  • Ensure CEO’s office is organized and professional in appearance
  • Record meeting notes
  • Set-up meeting materials, food, and AV as needed
  • Collaborate with the department leaders to ensure the organization’s operations runs smoothly
Special Projects
  • Support quarterly Board meetings and Leadership Council meetings by preparing materials, handling logistics, and managing follow-up.
  • Provide project management support to the leadership team at Onit.
  • Lead and support other special projects as needed.
QUALIFICATIONS
  • Extremely strong and precise organizational skills, including the ability to manage multiple projects independently
  • Ability to produce quality work under tight deadlines
  • Strong initiative in uncertain situations
  • Strong problem-solving skills
  • Excellent written and verbal communication skills
  • Laser-like attention to details
  • Strong interpersonal skills required
  • Ability to internalize feedback with open demeanor and adapt quickly based on changing information
  • Team before individual mindset
  • Flexibility to respond to emerging needs
  • Demonstrated passion for the transformative power of education will be a key qualification for any applicant
  • Proficiency in the Microsoft Office suite
  • Impeccable discretion with confidential and sensitive information

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