Executive Assistant

Caldwell Companies•Cypress, TX

10d

About The Position

The Executive Assistant to the President is a trusted partner who helps the President operate with focus, preparation, and efficiency. This highly visible role manages a complex calendar and high-volume email, coordinates meetings and travel, prepares executive materials, tracks priorities and commitments, and serves as a professional liaison across the organization and with external partners. The ideal candidate is exceptionally organized, proactive, discreet, and calm under pressure. This person anticipates needs, exercises sound judgment, protects the President's time, and follows through on details while maintaining awareness of broader business priorities. Experience supporting real estate development or investment teams is strongly preferred. Caldwell Companies is an award-winning, fully integrated real estate development and investment firm based in Houston, Texas. For more than 35 years, the company has developed master-planned communities, commercial properties, residential rental communities, and real estate investments. It describes itself as a faith-based, lifestyle-focused organization committed to creating communities that enrich lives, and offers a fast-paced, entrepreneurial environment grounded in integrity, teamwork, and selfless service.

Requirements

Bachelor's degree from an accredited four-year college or university.
Five or more years of progressive executive assistant or senior administrative support experience.
Demonstrated success managing complex calendars, high-volume email, travel, meetings, confidential communications, and competing priorities.
Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
Strong writing, proofreading, presentation, and verbal communication skills.
Experience preparing meeting materials, tracking action items, organizing project documentation, and coordinating across multiple stakeholders.

Nice To Haves

Experience supporting a president, C-suite executive, or senior development leader.
Experience in real estate development, investment, construction, property management, or a related industry.
Familiarity with AI productivity tools and project-management platforms.

Responsibilities

Partner with the President to strategize objectives, priorities, desired outcomes, and next steps for key projects and company initiatives.
Translate the President's strategic direction into organized action plans, milestones, project ownership, deadlines, and follow-through.
Prepare project updates, executive summaries, decision briefs, and supporting information highlighting progress, risks, options, and decisions needed.
Facilitate stakeholder communication, monitor progress, and elevate obstacles requiring executive attention.
Strategically manage the President's complex calendar, balancing priorities, commitments, travel, site visits, deadlines, preparation time, and changing business needs.
Monitor, organize, and help manage the President's email; identify urgent matters, draft or coordinate responses, route requests, and maintain follow-up systems.
Evaluate requests, resolve routine matters, escalate issues appropriately, and protect the President's time for high-priority work.
Anticipate scheduling conflicts, information needs, and potential obstacles, and recommend solutions.
Answer, screen, and direct incoming calls; take accurate messages and ensure timely follow-up.
Facilitate communication with appropriate team members and serve as a point of contact for internal and external parties.
Coordinate internal and external meetings, including scheduling, agendas, logistics, technology, presentation materials, meals, and participant communication.
Prepare briefing materials, presentations, reports, correspondence, and talking points for leadership, investor, development review, community planning, and other key meetings.
Attend select meetings, capture decisions and action items, assign or confirm owners, and follow up until commitments are completed.
Draft, proofread, and format communications on behalf of the President while maintaining accuracy, tone, confidentiality, and brand standards.
Build working relationships across business units and coordinate information flow among the President, leadership team, and project teams.
Handle confidential, sensitive, and time-critical information with discretion and sound judgment.
Arrange travel and accommodations, prepare itineraries, anticipate changes, and ensure the President has required information and materials.
Prepare, submit, and track expense reports, invoices, and related documentation in accordance with company policies.