Executive Assistant

Whitestone REIT•Houston, TX

16d•Onsite

About The Position

Whitestone REIT, a dynamic and forward-thinking real estate investment trust, is seeking an experienced and highly motivated Executive Assistant to support our President & Chief Operating Officer. This role is essential in driving organizational effectiveness and supporting high-level strategic initiatives across departments and regional offices. We are looking for a professional who is proactive, detail-oriented, and thrives in a fast-paced environment. This position offers the opportunity to play a pivotal role in both operational execution and personal support for our President & COO.

Requirements

Bachelor’s degree required
5+ years of experience supporting senior executives in a fast-paced, growth-oriented company.
Exceptional communication skills—both written and verbal.
High proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word)
Excellent organizational and time management skills with the ability to juggle multiple responsibilities and adapt to shifting priorities.
Proven discretion in handling confidential information.
A proactive, resourceful, and solution-oriented mindset with meticulous attention to detail.
Availability to work on-site Monday–Friday, with flexibility for occasional after-hours and travel requirements.

Responsibilities

Manage complex calendars and schedule meetings, calls, and events across time zones.
Prepare detailed meeting agendas, coordinate materials, and follow through on action items.
Serve as a coordinator between the President & COO and internal/external stakeholders.
Monitor, draft, and manage emails and correspondence with accuracy and professionalism.
Maintain strict confidentiality while managing sensitive corporate and personal information.
Coordinate complex domestic and international travel: flights, accommodations, car rentals, and itineraries.
Track and optimize travel rewards programs and corporate travel policies.
Provide real-time travel support and logistics troubleshooting.
Facilitate execution of strategic corporate initiatives and interdepartmental projects.
Track and maintain project milestones and updates using tools such as Microsoft Office.
Assist in event planning, including off-sites, conferences, and corporate functions.
Reconcile corporate credit card expense reports and code invoices for A/P submission.
Assist with monitoring departmental budgets and resolving financial discrepancies in collaboration with finance as needed.
Coordinate with vendors and suppliers for service agreements and procurement.
Utilize Microsoft Office Suite and other platforms (e.g. Teams, Outlook) for efficient workflow.
Stay current with project developments and suggest tools and technology to optimize team productivity.
Handle personal errands, appointment coordination, and miscellaneous tasks to support the President & COO productivity.
Manage mail, packages, and running errands as needed.