Executive Assistant

HP•Houston, TX

About The Position

The Executive Assistant provides tactical and strategic administrative support to upper-level executives. The role manages complex calendars, schedules appointments and meetings, handles communications, coordinates travel, and serves as a liaison between executives and internal and external stakeholders. It helps streamline workflows, prioritize tasks, anticipate executive needs, and support strategic initiatives while maintaining confidentiality. The position supports multiple executives serving large organizations, works with the Chief of Staff regarding deliverables and preparation meetings, and coordinates administrative work across departments and companies. It also produces statistical and analytical reports, assists with presentations, conducts basic research, and drafts, formats, proofreads, and edits routine documents. The role is recognized as the top administrative employee in its department or division and may contribute expertise to functional project teams and cross-functional initiatives. Assignments can be complex and require initiative and specialized knowledge to resolve problems or recommend solutions.

Requirements

High school diploma, GED, higher secondary education, commensurate work experience, or demonstrated competence.
6–8 years of related work experience.
Strong organizational and time-management skills, including the ability to prioritize multiple tasks and meet deadlines.
Strong written and verbal communication skills and a professional, polished tone.
High attention to detail and accuracy in documents, schedules, and data.
Problem-solving skills, including proactively identifying issues and implementing solutions.
Ability to handle sensitive information with discretion and integrity.
Adaptability in dynamic, changing environments.
Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
Experience with collaboration tools such as Teams, Zoom, or Slack.
Experience with calendar and travel management systems.
Basic reporting and presentation-development skills.
Strong relationship-building skills across organizational levels.
Professional presence and executive-level demeanor.
High accountability and reliability, with a proactive customer-service mindset.

Nice To Haves

Experience in senior or advanced general administrative support, office services, or a related field.
Experience supporting senior leaders, preferably at the Director level or above.

Responsibilities

Provide tactical and strategic administrative support to upper executive-level employees.
Support multiple executives with complex calendars and urgent deadlines.
Manage complex calendars and schedule a high volume of time-sensitive meetings.
Work with the Chief of Staff regarding upcoming deliverables and preparation meetings.
Schedule appointments, meetings, and events; maintain calendars and send reminders.
Reserve conference rooms, arrange audio-visual equipment, and prepare meeting materials.
Coordinate travel, including flights, hotels, ground transportation, and itineraries.
Provide general administrative support, including photocopying, faxing, and mailing documents.
Generate statistical and analytical reports for organizational strategic planning and assist with executive presentations.
Serve as a primary point of contact between executives and internal or external stakeholders.
Conduct basic research for reports or projects in collaboration with relevant stakeholders.
Draft and format routine documents, reports, and presentations; proofread and edit for accuracy and compliance with company guidelines and policies.
Coordinate administrative work within the department or division and with other departments, divisions, and companies.