Associate Executive Assistant - C-Suite

CB&I•The Woodlands, TX

About The Position

The Associate Executive Assistant provides administrative and operational support to C-Suite executives, ensuring efficient management of schedules, meetings, travel, communications, and key business priorities. This role serves as a trusted partner to executive leadership, coordinating activities across stakeholders, supporting strategic initiatives, and maintaining a high level of professionalism, discretion, and confidentiality in a fast-paced environment. This position is an Individual Contributor role. The role routinely interacts with C-Suite Executives, Functional Leads, Managers, Employees, and External Vendors.

Requirements

High School Diploma or equivalent required.
Advanced skills in operating a personal computer, various printers, fax machines, scanners, and other office equipment are necessary.

Nice To Haves

Associate or bachelor’s degree in business administration or equivalent business experience preferred.
5-8 years of relevant work experience preferred.
Experience in supporting senior leaders and business operations preferred.
Experience with Power BI, Smartsheet, CRM systems, or similar reporting platforms preferred.
Advanced knowledge of MS Office and other related software skills required

Responsibilities

Manage complex executive calendars, scheduling priorities, and meeting coordination for one or more senior leaders.
Coordinate domestic and international travel arrangements, itineraries, and expense reporting.
Prepare, edit, and distribute executive correspondence, presentations, reports, and meeting materials.
Organize executive and leadership meetings, team events, offsite meetings, and business reviews.
Assist with local events such as board meetings, community/charity fundraisers including catering, restaurant bookings, fliers, set up/tear down
Track action items, deadlines, and strategic initiatives to support achievement of executive and organizational objectives.
Serve as a primary liaison between executives and internal and external stakeholders, fostering effective communication and collaboration.
Conduct research, compile information, and prepare reports, spreadsheets, presentations, and other business documents.
Handle highly confidential and sensitive information with professionalism, discretion, and sound judgment.
Anticipate executive needs, identify potential issues, and proactively implement solutions to support business priorities.
Maintain electronic records, files, and administrative systems in accordance with organizational policies and procedures.
Coordinate and process administrative activities, including expense reports, timekeeping approvals, supply requests, and other operational support functions.
Support special projects, strategic initiatives, and department objectives as assigned.
Provide general administrative support to leadership and business partners, ensuring efficient execution of day-to-day operations.