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Executive Office Coordinator

4 weeks ago

Houston, Texas, United States The Midtown Group Full time
Job Title: Executive Office Associate

Join The Midtown Group, a small, woman-owned business certified by the Women's Business Enterprise National Council (WBENC), as an Executive Office Associate. We provide trusted staffing services nationwide to thousands of prestigious Fortune 500 companies, law firms, financial organizations, tech innovators, non-profits, and lobbying firms, as well as federal, state, and local government agencies.

Job Summary

The Executive Office Associate plays a vital role in supporting the Chief Executive Officer (CEO) and the Compliance & Accountability Director. This position requires exceptional organizational skills, excellent communication and people skills, and the ability to work independently or as part of a team in a fast-paced environment.

Key Responsibilities
  • Manage and maintain confidentiality of sensitive materials and information
  • Act as the point of contact among executives, employees, clients, and external partners
  • Coordinate travel arrangements, prepare itineraries, plan logistics, and submit expense reports
  • Screen incoming phone calls, inquiries, visitors, and correspondence, and route accordingly
  • Manage complex office administrative work requiring independent judgment and initiative
  • Organize and maintain office filing systems
  • Pre-empt CEO's and Compliance & Accountability Director's needs
  • Support CEO and Compliance & Accountability Director's technology requirements
  • Coordinate and provide high-quality administrative support to the executive leadership team
  • Translate English material into Spanish for distribution of information about Agency programs, functions, etc. to Spanish-speaking clients
  • Facilitate the reporting and input of data for applicable reports for regulatory entities, funding sources, and Agency projects as directed
  • Manage information flow in a timely and accurate manner
  • Act as an office manager by keeping up with office supply inventory
  • Provide logistical support for department and Agency functions as directed
  • Support Agency-related programs and functions logistically and administratively
  • Receive and accurately communicate information to internal and external stakeholders as directed
  • Schedule meetings as directed
Requirements
  • Associate degree preferred; High School Diploma or GED with at least four years of relevant experience required
  • Administrative Assistant certification desired
  • Communicates and comprehends information and ideas in English
  • Remain in a stationary position at least 50% of the time
  • Move about various locations to access office equipment
  • Occasionally ascend/descend a ladder to assess and/or service equipment
  • Observe details at close range
  • Move items weighing up to 50 pounds
  • Travel to and from assigned work locations
  • Lift items from the floor up to 50 pounds
  • Reach overhead and to the floor
  • Wear personal protective equipment, when necessary
  • Attend job-related activities such as meetings, training, workshops, etc., both in and out of the service areas
  • Have reliable transportation

The Midtown Group is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.