Executive Administrative Assistant (Full-time or Part-Time)

Amot • Houston, TX

106d

About The Position

Provide confidential administrative support to senior executives and leadership team members. Attend leadership meetings to take meeting notes, document follow-up actions, and manage scheduling of subsequent discussions. Help execute and coordinate follow-up activities after leadership meetings, ensuring accountability and continuity. Consolidate global KPIs and prepare reports and presentation content for leadership reviews. Assist with project support related to acquisitions, including communications, notifications, and coordination with stakeholders regarding leases, permits, etc. Create and support PowerPoint presentations, Excel analysis, and other materials for leadership updates, AOP meetings, and corporate or employee presentations. Leverage AI and other advanced tools to support productivity, automation, and efficiency across administrative tasks. Act as a technology resource to help streamline internal workflows. Coordinate off-site meetings (e.g., venues, hotels, catering, invitations). Organize all-employee meetings: schedule invites, arrange breakfast and refreshments, IT setup, and post-event surveys. Order meals for production staff and meetings (e.g., Seth). Coordinate and execute internal events (e.g., Blood Drive, Veteran's Day Breakfast, Thanksgiving Luncheon). Prepare and submit expense reports. Create and submit Pcard forms with receipts. Order non-stock office supplies and flowers for employee occasions (e.g., funerals, new baby, get well). Manage Visas and Passport renewals. Act as an on-site notary when required. Maintain and submit CERs through DocuSign. Upload and manage contracts in Ironclad; send templates to partners and submit for review/signing. Support document handling in DocuSign (e.g., SIPs, contract amendments). Assist with special projects related to contract or procedural updates. Update organizational charts and HR slides (e.g., new hires, promotions, anniversaries). Handle new hire processes: send training agendas, job descriptions, organizational announcements, and calendar reminders for 30-60-180-day reviews. Send 30-60-180 Day Review surveys via Qualtrics. Submit and manage Service Award documentation and purchases. Maintain the United Airlines Corporate Program. Send internal communications: meeting reminders, announcements, and updates. Serve as the point of contact for arranging internal logistics and communications across departments.

Requirements

• High school diploma or equivalent; Associate's or Bachelor's degree preferred.
• Minimum 3 years of administrative experience supporting multiple teams or departments.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with DocuSign, Ironclad, and Qualtrics is a plus.
• Strong organizational skills and attention to detail.
• Ability to handle confidential information with discretion.
• Excellent verbal and written communication skills.
• Customer-service orientation and ability to interact professionally with all levels of staff and external contacts.
• Prior experience supporting HR or People Operations functions.
• Event planning or coordination experience.
• Knowledge of basic accounting principles.
• Certification as a Notary Public.

Responsibilities

• Provide confidential administrative support to senior executives and leadership team members.
• Attend leadership meetings to take meeting notes and document follow-up actions.
• Manage scheduling of subsequent discussions.
• Execute and coordinate follow-up activities after leadership meetings.
• Consolidate global KPIs and prepare reports and presentation content for leadership reviews.
• Assist with project support related to acquisitions.
• Create and support PowerPoint presentations and Excel analysis.
• Leverage AI and other advanced tools to support productivity and efficiency.
• Coordinate off-site meetings and organize all-employee meetings.
• Prepare and submit expense reports and Pcard forms.
• Order non-stock office supplies and manage employee occasion flowers.
• Manage Visas and Passport renewals.
• Act as an on-site notary when required.
• Upload and manage contracts in Ironclad.
• Assist with special projects related to contract or procedural updates.
• Update organizational charts and HR slides.
• Handle new hire processes and send internal communications.

Benefits

• Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

What This Job Offers

• Industry: Administrative and Support Services
• Education Level: High school or GED