Executive Assistant

Smarter HR Solutions LLC • Houston, TX

11d • $33 - $36 • Onsite

About The Position

Provide high‑level C‑suite support to the Chief Operating Officer (COO) while owning select operational responsibilities that keep leadership and programs running smoothly. This role combines executive calendar and travel management, confidential gatekeeping, non‑technical project coordination, multi‑budget tracking, and creation of polished executive presentations and written communications.

Requirements

• Associate degree plus six (6) years relevant experience in project coordination/management, administrative/executive support, public administration, or a related field.
• Experience with budgets, project coordination, and C‑suite level support will be verified during the hiring process
• Must have: 7-10 years admin. experience; Advanced calendar and travel management; exceptional writing and editing; proven discretion and a protective mindset; strong prioritization and stakeholder management.
• Project and financial skills: Non‑technical project coordination, KPI tracking, basic budget reconciliation, and invoice/reimbursement processing.
• Presentation and design: Advanced PowerPoint skills and a basic design eye for clear, professional slide decks and one‑page reports.
• Tools: Proficiency with Microsoft Office (Excel, PowerPoint, Word); experience with project management platforms (Monday.com, Asana, Smartsheet, or equivalent); familiarity with DocuSign or e‑signature tools.
• Personal attributes: Detail‑oriented, proactive, calm under pressure, and comfortable working in a hybrid office environment.

Nice To Haves

• Bachelors degree preferred.

Responsibilities

• Executive support and scheduling — Manage complex calendars, coordinate domestic and international travel, prepare itineraries, screen and prioritize requests, and serve as a protective gatekeeper for senior leaders.
• Project coordination — Lead non‑technical, cross‑department initiatives from planning through closeout; maintain project trackers and status updates in a project management tool.
• Budget tracking and financial operations — Monitor and report on multiple program budgets; review and process vendor invoices and reimbursement requests; prepare documentation for finance or audit inquiries.
• Presentations and design — Produce executive slide decks and one‑page reports in PowerPoint with a clear design eye; edit and polish slides and written materials for leadership.
• Writing and editing — Draft, proofread, and refine executive communications, briefings, and talking points with strong attention to tone and accuracy.
• Stakeholder engagement — Coordinate meetings and follow‑ups with internal partners (HR, IT, Communications, Facilities, Finance) and external vendors; escalate issues appropriately.
• Confidentiality and protective support — Handle sensitive information discreetly and act as a trusted, protective liaison for confidential programs and executive matters.
• Other duties — Support recurring and one‑time operational programs and perform additional tasks to ensure continuity and audit readiness.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree