Executive Administrative Assistant

Gulf Capital Bank•Houston, TX

About The Position

The Executive Assistant provides high-level, confidential administrative and strategic support to the President and CEO of Gulf Capital Bank. The role calls for a highly organized professional with knowledge of financial institution operations, sound judgment in handling sensitive information, and the ability to manage complex schedules with precision. The position coordinates executive calendars and travel, supports the Board of Directors, reviews financial and regulatory materials, manages executive communications, tracks corporate projects, and maintains confidential records. It also includes inventory and office-management responsibilities.

Requirements

Advanced proficiency in Microsoft Office 365, including Word, Excel, PowerPoint, and Outlook.
Ability to use secure board portal software, such as Diligent or FIS Director Access.
Exceptional written and verbal communication skills.
Strong understanding of financial industry terminology.
Ability to meet strict deadlines and handle high-stress situations calmly.
Bachelor’s degree in business administration or equivalent relevant work experience.
Five to seven years of experience supporting C-level executives.
Prolonged periods sitting at a desk and working on a computer; ability to lift up to 15 pounds at times.

Nice To Haves

Experience working within a bank, credit union, or financial services firm is strongly preferred.

Responsibilities

Manage the CEO’s complex corporate calendar and schedule internal and external meetings, bank committee meetings, industry events, and new-hire onboarding meetings.
Coordinate travel itineraries, flights, lodging, and expense reporting.
Serve as administrative coordinator for the Board of Directors; prepare, assemble, and securely distribute board books, committee materials, and agendas; record and draft official meeting minutes.
Review incoming financial reports, compliance documents, and industry correspondence, and highlight urgent matters for the CEO.
Prepare spreadsheet reports and presentation decks for executive meetings.
Screen and prioritize incoming calls, emails, and visitor requests.
Draft official letters, bank-wide announcements, and memos on behalf of the CEO, and communicate professionally with high-net-worth clients, regulatory auditors, and stakeholders.
Track corporate projects, task deadlines, and strategic initiatives.
Maintain confidential corporate, personnel, and regulatory records in accordance with data privacy laws.
Maintain office-supplies inventory and oversee office-management tasks to support an organized workspace.