Executive Assistant - Operations

Houston First•Houston, TX

20h•Onsite

About The Position

IN-PERSON - HOUSTON, TX. 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 SUPERVISORY RESPONSIBILITIES ☒ This position has no supervisory responsibilities DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS Provides executive support in a one-on-one working relationship reporting directly to the Chief Operating Officer (COO) and Senior Vice President (SVP)

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

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