Executive Administrative Assistant to CEO

2 weeks ago

Houston, United States Houston Strong Children Services Full time

**Key Responsibilities**:
**Executive Support**:

- Manage and maintain the CEO’s calendar, including scheduling appointments, meetings, and travel arrangements.
- Prepare and edit correspondence, reports, presentations, and other documents.
- Coordinate and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.
- Conduct research and compile data to assist the CEO in decision-making processes.
- Handle confidential information with discretion and maintain a high level of professionalism.

**Event Planning**:

- Plan and execute company events, meetings, and conferences, both internal and external.
- Coordinate all aspects of event planning, including venue selection, catering, logistics, and vendor management.
- Develop and manage event budgets, ensuring cost-effective solutions without compromising quality.
- Create detailed event timelines and manage event staff to ensure seamless execution.
- Handle post-event tasks, including debriefs, thank-you notes, and financial reconciliation.

**Billing and Invoicing**:

- Prepare, review, and process invoices and billing statements.
- Monitor accounts receivable and follow up on outstanding payments.
- Maintain accurate records of financial transactions and ensure timely billing and payment processing.
- Collaborate with the finance department to resolve any billing discrepancies or issues.
- Assist in the preparation and management of the executive office budget.

**Administrative Duties**:

- Oversee office operations and procedures to ensure organizational efficiency.
- Draft, review, and finalize contracts and agreements, ensuring all legal and business terms are accurately represented.
- Liaise with legal counsel as necessary to ensure compliance with company policies and regulations.
- Liaise with other departments and external partners to facilitate smooth communication and collaboration.
- Perform general office duties, such as ordering supplies, managing files, and overseeing administrative staff.

**Qualifications**:

- Bachelor’s degree in Business Administration, Communications, or related field preferred.
- Minimum of 5 years of experience as an executive assistant or in a similar role, preferably supporting C-level executives.
- Proven experience in event planning and management.
- Experience with billing and invoicing processes.
- Experience in contract writing and management.
- Exceptional organizational and time-management skills.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Ability to work independently and handle multiple tasks with a high degree of accuracy and attention to detail.
- Discretion and confidentiality are essential.

**Personal Attributes**:

- Proactive and self-motivated with a strong sense of initiative.
- Ability to anticipate needs and act with foresight.
- Excellent interpersonal skills with a professional demeanor.
- Adaptable and able to thrive in a fast-paced environment.

**Benefits**:

- Competitive salary and performance-based bonuses.
- Comprehensive health, dental, and vision insurance.
- Retirement plan with company matching.
- Generous paid time off and holidays.
- Opportunities for professional development and growth.

**Job Types**: Full-time, Contract

Pay: $50,000.00 - $55,000.00 per year

**Benefits**:

- Flexible schedule
- Professional development assistance

Schedule:

- 10 hour shift
- 8 hour shift
- Day shift
- On call
- Overtime
- Weekends as needed

**Education**:

- High school or equivalent (required)

**Experience**:

- Microsoft Powerpoint: 1 year (required)
- Microsoft Excel: 1 year (required)

Work Location: Multiple locations

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