Executive Assistant / Office Manager

FGS Global•Houston, TX

2d•Onsite

About The Position

The Executive Assistant/Office Manager for our Houston office is a dynamic role that partners with a fast-paced collaborative team, leading operational support services and coordinating of facility management. The incumbent of this role works closely with key stakeholders to ensure an exceptional experience for executives, staff and visitors to the Houston office through new and evolving office management initiatives and programs, and also provides executive administrative support to the partners as well as supporting the Houston office team, and others as needed. This is a full-time in-office position. Normal office hours are 8:30 a.m. to 5:30 p.m., Monday through Friday.

Requirements

5-8 years of executive assistant and office management experience.
Commitment to a customer-service-based support philosophy which involves consistently going above and beyond to ensure satisfaction, fostering a positive and responsive environment.
Excellent communication skills with demonstrated ability to build strong relationships.
Exceptional organizational skills with ability to manage multiple projects simultaneously.
Strong proficiency in Microsoft Office.
Experience with CRM systems.
Strong editing, proofreading and grammar skills.
Ability to read, interpret, and comprehend documents such as floor plans, safety rules, procedure manuals, etc.
Attention to detail and problem-solving skills.
Ability to work independently, with a team, and with a high volume of work.
On occasion, this position requires the availability to work outside of normal office hours, including nights and weekends, when business needs arise.
Candidates must be authorized to work in the U.S. and not require work authorization sponsorship now or in the future.

Responsibilities

Executive Support
Responds to complex requests, directs inquiries, takes action, and follows up as appropriate.
Coordinates a broad variety of administrative tasks for the Head of the Office, including managing calendars, preparing confidential documents, and ensuring follow-up on all action items.
Prepares travel arrangements and expense reports and ensures related travel policies and processes are adhered to.
Develops presentations, correspondence, meeting minutes, etc.
Support of the business development efforts of the Head of the Office and team.
Populates and maintains Partner contacts within CRM.
Proactively identifies potential areas of scheduling conflict and recommends solutions to mitigate issues.
Provides broad administrative support to partners, including scheduling coordination, travel arrangements, expense reports, reserving meeting space, etc.
Supports the efficient and timely distribution of messages on behalf of the leadership team.
Keeps executives well informed of upcoming commitments and responsibilities including follow-up.
Communicates directly on behalf of the executives in a professional manner, bridging smooth and clear communications with internal departments and external constituents.
Prepares meeting materials, such as executive documents and binders.
Prepares initial drafts and preview materials as needed, including PowerPoint decks, speaker notes, and various communications in support of key initiatives.
Operational & Facilities Support
Serves as an anchor to the office by consistent presence at reception, greeting guests and accepting deliveries.
Processes invoices and purchase orders.
Ensures appropriate level of support is arranged to facilitate timely submission and resolution of facilities-related requests by FGS staff and/or building management.
Maintains office efficiency by planning and implementing space allocations, office systems, layouts, and equipment procurement.
Assures office equipment and furnishings are in operable order and quantities and services are appropriate to meet the needs of the team.
Oversees kitchen supplies, related kitchen maintenance, and ensures snacks and beverages and ordered and stocked.
Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
Takes ownership of office management tasks, such as organizing storage space and files, supervising vendor relationships, etc.
Assists with development and implementation of safety procedures.
Assists with the onboarding of new hires.
Greets visitors to the office, including high-level executives and prominent guests, in a welcoming and professional manner.
Orders staff lunches for team meetings from approved catering list within budget.
Acts as liaison to office building management and coordinates day-to-day operations (e.g., distributing building access keys, parking vouchers, clearing office visitors with security desk, etc.)
Assists as appropriate with firm administrative functions, such as HR, IT, finance and marketing
Participates as needed in other special projects
Liaises closely with counterparts in other FGS Global offices
Event Planning
Supports local meetings, including executive meetings calendar management, attendance tracking, and content/topic preparation.
Secures off-site event venues and coordinates with external vendors as needed.
Partners with the firm’s marketing and events team to manage logistics, including catering, invitation lists, and visitor clearance.
Coordinates Houston holiday party and summer outing in conjunction with Head of Office.
Supports Houston team event chairs (Happy Hours, FGS Cares) in implementing events.