Executive Administrative Assistant

4 days ago


Houston, Texas, United States Alltex Staffing & Personnel Full time
Executive Administrative Assistant

We are seeking a highly skilled and organized Executive Administrative Assistant to support our executive team and senior management. This role plays a pivotal role in ensuring the seamless operation of the executive office and coordinating activities effectively.

Key Responsibilities:
  • Calendar Management: Coordinate and manage executive schedules, resolving conflicts, and optimizing time management.
  • Communication: Screen calls, emails, and correspondence, while drafting necessary documents and reports.
  • Travel Arrangements: Arrange travel logistics, including accommodations, transportation, and expense reconciliation.
  • Meeting Support: Prepare agendas, materials, and presentations, attend meetings, and distribute follow-up actions.
  • Project Coordination: Track and coordinate the executive's projects, collaborating with teams to ensure progress.
  • Confidentiality: Handle sensitive information with professionalism and discretion.
  • Office Management: Maintain the executive's office, including supplies, filing systems, and equipment.
  • Relationship Management: Foster relationships with stakeholders, both internal and external.
  • Research: Conduct research to support decision-making and meeting preparation.
  • Event Coordination: Assist in planning and organizing company events and conferences.
  • Miscellaneous Tasks: Perform administrative duties such as expense tracking, invoice processing, and data entry.
  • Facility Management: Manage office space, maintenance, repairs, and ensure a safe environment for employees.
  • Budgeting and Finance: Responsible for budget management and adherence to spending limits.
  • Supervision: Oversee cleaning crew, providing guidance, and evaluating performance.
  • Problem Solving: Address various challenges in the office environment effectively.

Requirements:

  • High school diploma or equivalent (bachelor's degree preferred).
  • 3+ years of experience in executive administrative support or similar roles.
  • Proficiency in Microsoft Office Suite and other relevant software.
  • Excellent communication, organizational, and time management skills.
  • Ability to multitask, handle confidential information, and solve problems proactively.
  • Flexibility to adapt to changing priorities and work well under pressure.
  • Familiarity with basic project management principles is advantageous.
  • Bilingual (Spanish & English) preferred not required.
  • Primarily office-based role with occasional standing and walking.
  • Occasional lifting and moving of up to 10 pounds may be required.
  • Moderate exposure to inclement weather/elements and quiet to moderate noise level in the office.
  • Local and non-local travel may be required, less than 10% of the time.
  • Ability to work extended hours, weekends, or holidays as needed.
  • Support 4 executives.


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