Executive Assistant-Office Manager

Alpha Generation•Houston, TX

5d•Onsite

About The Position

Alpha Generation is seeking an experienced Executive and Office Assistant to support the executive leadership and lead front office operations, playing a pivotal role in establishing a warm, professional, service-oriented environment for team members and visitors. We work in a fast-paced environment where professionalism, sound judgement, the ability to exercise sensitivity and discretion in the handling of confidential information with integrity, and strong organizational skills are key.

Requirements

Minimum 5 years of experience as an Executive Assistant and/or Office Manager.
Proven ability to manage multiple executives with competing priorities.
Advanced calendar, travel, and expense management skills.
Strong organizational skills with exceptional attention to detail.
Professional discretion and ability to manage confidential information.
Excellent communication and interpersonal skills.
Comfortable working outside standard business hours as needed.
Proficient in Microsoft Office including advanced skills in Word, Excel, and PowerPoint.
Demonstrates proactive problem-solving.
Possesses a professional, service-oriented mindset.
Exhibits high levels of emotional intelligence.
Holds a strong ability to anticipate executive needs.
Operates with adaptability in a fast-paced environment.

Responsibilities

Provide comprehensive support for up to five executives with complex scheduling and calendar management, meeting coordination, expense reporting, and travel arrangements.
Oversee conference room bookings and meeting space coordination for executives.
Provide expense report support to other senior managers.
Assist the EA to the CEO with quarterly board meeting preparation, ELT-lead internal events, and conferences.
Support ELT needs, including ordering or picking up lunches and taking on special projects as they arise.
Maintain professionalism and discretion when managing confidential information and sensitive communications.
Serve as backup to EA to the CEO.
Seated in the reception area, will serve as initial point of contact for the office, including greeting guests and receiving deliveries.
Manage incoming and outgoing mail, including preparing certified mail letters and UPS package labels and taking the items to the post office or drop box across the street.
Submit and manage building service requests through Angus.
Ensure cleanliness and organization of shared spaces following meetings, lunches, and events.
Manage organization and cleanliness of employee breakroom and kitchen daily.
Order and stock office supplies, snacks, beverages, and coffee bar items.
Manage receipts for all office purchases and submit documentation for corporate AMEX reconciliation.
Manage guest validations and vendor coordination for parking-related issues.
Assist with coordinating office management including office furniture, equipment, and office services.
Plan and execute employee engagement initiatives, including monthly birthday celebrations, holiday parties, and volunteer initiatives.