Executive Assistant to CEO

2 weeks ago

Houston, United States MaKiin Concepts Full time

**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 CEO’s success. Step into a fast-paced environment where no two days are the same, and your contributions will make a tangible impact on our company’s 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 CEO’s 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.
- 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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