Executive Assistant - Operations
About The Position
Houston First recognizes and appreciates the importance of cultivating an environment that nurtures talent; that is equitable and values different perspectives and backgrounds; and, above all, is respectful to everyone. Our Mission is to create value and enhance economic prosperity by promoting the Houston region. We’re seeking a proactive, resourceful Executive Assistant who thrives in a fast-paced environment and brings exceptional time management and organizational skills. In this role, you will assist our Chief Operating Officer (COO) and Senior Vice President & General Manager (SVP) in delivering high-level administrative support that keeps operations running smoothly. Manage complex calendars, reports, and communications with precision, acting as a liaison across teams to keep day-to-day operations running smoothly and professionally
Requirements
- Bachelor’s Degree in Business Administration, or related field
- 5+ years of experience as an Executive Assistant to a “C” level executive, required.
- Strong computer skills – Microsoft Office (Word, Excel, PowerPoint, Outlook), quickly learning and managing industry booking software, reporting programs, database management, etc.
- Professional communication both verbal and written
- Able to keep confidential information confidential
- Strong interpersonal skills
- Efficient organizational skills
- Able to manage very minute details of a project or task
- Able to work with little or no supervision
- Strong written and verbal communication, administrative and organizational skills
- Excellent time management skills; proven ability to meet deadlines
- Be creative, flexible and enjoy working within a fast-paced office environment
Responsibilities
- Provides executive support in a one-on-one working relationship reporting directly to the Chief Operating Officer (COO) and Senior Vice President (SVP)
- Manages a wide spectrum of complex assignments requiring analysis, innovation, and independent judgment; Manage sensitive matters with a high level of confidentiality and discretion
- Exercises good judgment in diverse situations and maintain a realistic balance among multiple priorities
- Oversees special projects; produce documents, agendas, charts, budgets, reports, and presentations
- Responds to emails/texts/calls, with contact outside normal business hours
- Schedules and coordinates internal and external meetings; resolve scheduling issues
- Effectively manages COO’s and SVP’s calendar, schedule, contacts, and itinerary
- Coordinates all aspects of travel for executives; from booking transportation and lodging to reconciling travel expenses for COO and SVP
- Assists Executives with special projects, meeting coordination, etc.
- Coordinates COO’s and SVP’s involvement with Board of Directors meetings, Committee meetings, Staff meetings, and Special Meetings as assigned
- Drafts and prepares correspondence for internal and external announcements, various meetings, and industry colleagues and organizations
- Screens phone calls and respond to inquiries or route them to the proper person
- Organizes mail and emails, flagging important items; maintain and organize files
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
