Executive Personal Assistant

3 weeks ago

The Woodlands, United States Constructable Full time

This position of Executive Personal Assistant (EPA) plays a crucial role in supporting our Chief Executive Officer by ensuring efficient management of their time and activities.

The Executive Personal Assistant must be highly organized, adaptable, and capable of working in a fast-paced environment, often under pressure. They must possess excellent communication skills, both written and verbal, and be able to manage complex schedules and tasks effectively. Their role is pivotal in ensuring that the CEOs time is optimized, allowing them to focus on strategic priorities. This role is a full-time position based out of the Woodlands, TX and will be a hybrid between the Constructable office and the CEOs home office.

Calendar and Schedule Management
- Coordinate and manage the executive’s calendar, including scheduling appointments, meetings, and travel arrangements.
- Prioritize and allocate time effectively, ensuring that the executive's schedule aligns with their priorities and responsibilities.
- Provide reminders and ensure that the executive is prepared for all engagements.

Communication Management
- Manage and prioritize incoming and outgoing communications, ensuring that urgent matters are addressed promptly.
- Draft, edit, and send communications on behalf of the executive.

Meeting and Event Coordination
- Organize and coordinate meetings, including logistics like venue, equipment, and catering.
- Prepare agendas, take minutes, and follow up on action items from meetings to ensure completion.
- Coordinate and manage events, from small internal gatherings to large external functions.

Travel Arrangements
- Plan and book travel, including flights, accommodations, and ground transportation.
- Prepare detailed itineraries, including schedules, meeting locations, and contact information.
- Handle any travel-related issues or emergencies that arise.

Document and File Management
- Create, maintain, and organize important documents and files.
- Ensure that confidential materials are securely managed and accessible only to authorized personnel.
- Manage electronic and paper filing systems, ensuring information is easily retrievable.

Financial and Expense Management
- Manage and reconcile expenses, including preparing expense reports and handling invoicing and billing.
- Assist with budget preparation and monitoring, ensuring that spending aligns with budget allocations.

Project and Task Management
- Take on special projects, managing them from inception to completion.
- Provide research and analysis to support decision-making.
- Manage and track progress of ongoing projects and tasks, ensuring deadlines are met.

Personal Assistance
- Handle personal tasks for the executive, such as personal shopping, managing personal appointments, and family-related scheduling.
- Provide support in personal matters to help the executive maintain work-life balance (i.e. assisting with errands for the CEO and his family, driving kids to and from school, etc.)
- Maintain a high level of confidentiality and exhibit strong trust skills and professional ethics

Relationship Management
- Build and maintain relationships with key stakeholders, including clients, partners, and team members.
- Represent the executive in a professional manner, acting as a liaison between the executive and other parties.

Problem-Solving and Decision-Making Support
- Anticipate potential issues or challenges and proactively address them.
- Provide support in decision-making processes by gathering relevant information and preparing briefs.

Qualifications and Job Requirements:

- Minimum of 10 years of previous Executive Assistant experience, preferably as an Executive Personal Assistant supporting a companys President or CEO (willing to flex on this for the right fit).
- Exceptional organizational and time-management skills.
- Able to uphold exceptional ethics and maintain a high level of trust and confidentiality amongst the CEO and his family.
- Strong sense of cultural work environment with an emphasis on upholding Constructables core values
- Ability to prioritize and manage conflicting deadlines/tasks and handle pressure in an often changing, and fast-paced environment
- Prior Construction and/or Start-Up experience preferred; not required.
- Prefer an Associates degree or Bachelors degree; not required.
- High attention to detail and ability to multitask and manage conflicting priorities and tasks.
- Strong communication and interpersonal skills.
- Ability to maintain confidentiality and handle sensitive information.
- Proactive, detail-oriented, and capable of managing multiple tasks simultaneously.
- Strong problem-solving skills and the ability to think critically.

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