Executive Assistant to the CEO and President

McNair Interests • Houston, TX

104d

About The Position

The position requires a highly skilled executive assistant to support the CEO and President of the organization. The role involves a variety of administrative tasks, including managing complex calendars, coordinating meetings, and handling confidential information. The ideal candidate will have a strong background in administrative work, particularly at the executive or C-level, and will be proficient in Microsoft Office applications. The assistant will be expected to work independently, manage multiple priorities, and demonstrate excellent communication and organizational skills.

Requirements

• A bachelor's degree from an accredited college or university is preferred.
• A high school diploma is required.
• A minimum of ten (10) years of administrative work experience at the executive or C-level is required.
• Proficiency in Microsoft Office.
• Advanced and in-depth proficiency in Microsoft Office software applications, emphasizing Excel, Word, and PowerPoint.
• Excellent verbal and written communication skills and professional demeanor in representing the office internally and externally.
• Strong organization and time management skills to manage and prioritize diverse executive tasks.
• Keen sense of attention to detail, demonstrating an ability to produce accurate deliverables consistently.
• Ability to draft, review, and edit documents, including presentations, memos, reports, and correspondence.
• Ability to work effectively under pressure and within deadlines.
• High level of initiative with the ability to think proactively and to utilize creative problem-solving skills.
• Experience managing complex calendars, coordinating meetings, travel arrangements, and high-level events.
• Display strong interpersonal skills for working with board members, officers, and external partners.
• Demonstrated ability to handle confidential and sensitive information with discretion.
• Ability to work independently with minimal supervision and make sound decisions under pressure.
• A team-oriented mindset, with a willingness to assist where needed across the company.
• Adaptability and flexibility to respond to the shifting needs of a dynamic and growing organization.
• Ability to provide in-office support to senior executives during core business hours (8:30 AM – 5:30 PM).

Responsibilities

• Assist in drafting and revising various documents, including proofreading work for accuracy for the CEO and President's review and signature.
• Draft and distribute materials to designated parties, tracking them through completion and execution as required.
• Maintain the CEO and President’s files and manage the document management process in accordance with company policy.
• Collaborate with other departments by coordinating meetings, locating relevant files, and providing requested documentation, among other tasks.
• Assist other Executive Assistants in planning, coordinating, and managing executive and company retreats, strategy meetings, holiday parties, and other special events.
• Review invoices and provide the accounting department with payment and transfer funds information as required.
• Prepare expense reports and reconcile the P-Card for the CEO and President in a timely manner.
• Manage the CEO and President's extensive calendar, including scheduling appointments, creating itineraries, presentation materials, and all other meeting-related items, and making all travel arrangements as required.
• Coordinate all travel arrangements for the CEO and President, as well as for others as requested.
• Represent the company at highly visible and prestigious events, serving as an event hostess and planning events as necessary.
• Screen incoming calls and open, sort, and route the CEO and President's mail as directed.
• Perform various special project duties or tasks as assigned by the CEO and President from time to time.

What This Job Offers

• Job Type: Full-time
• Education Level: Bachelor's degree