Executive Assistant - Houston, TX

Greystar•Houston, TX

About The Position

Provides administrative support to the Executive Director and/or other senior managers in the division, department, and/or city office. Coordinates and manages business meetings, conference calls, appointments, and other events, and acts as a liaison between the Executive Director, other members of the Executive team, team members, and people inside and outside the company. The role also supports office operations, travel, document preparation, budget and administrative work, and special projects. It may include direct supervision of one or more Receptionists or Administrative Support team members.

Responsibilities

Maintain calendars for the Executive Director and/or other senior managers by scheduling calls, appointments, and meetings; securing meeting spaces; resolving scheduling conflicts; and preparing materials and communications.
Manage the Executive Director’s daily schedule by reviewing planned meetings and events, gathering needed materials in advance, and providing follow-up assistance during events as needed.
Arrange travel for the Executive Director, consultants, visitors, dignitaries, and others, including reservations, tickets, lodging, rental cars, destination resources, schedule changes, and timely expense reports.
Prepare proposals, presentations, memos, emails, reports, spreadsheets, letters, and other documents for internal and external distribution; draft, proofread, create graphic enhancements, and oversee production and distribution.
Review or assist with budget, financial, and administrative documents by analyzing information, reconciling statements and documents, and coordinating with department heads about resource needs and issues.
Participate in or complete special projects by planning and coordinating tasks, engaging vendors or other resources as needed, leading or attending meetings, and following through on assigned work.
Oversee day-to-day office operations, including mail and packages, office supplies, facilities coordination, meeting-room setup and takedown, files and records, and welcoming visitors.
May directly supervise one or more Receptionists or Administrative Support team members.
Complete human resources, financial, administrative, and other reports and analyses, and perform other duties as assigned or necessary.

Benefits

Competitive medical, dental, vision, disability, and life insurance benefits, with low-cost or free basic employee-only medical coverage.
Paid time off, including 15 vacation days, 4 personal days, 10 sick days, and 11 paid holidays for new hires; an additional birthday day off after one year; and additional vacation accrued with tenure.
Onsite housing discount at Greystar-managed communities for onsite team members, subject to discount and unit availability.
Six-week paid sabbatical after 10 years of service and every five years thereafter.
401(k) with company match up to 6% of pay after six months of service.
Paid parental leave and lifetime fertility benefit reimbursement up to $10,000, including adoption or surrogacy.
Employee Assistance Program.
Critical illness, accident, hospital indemnity, pet insurance, and legal plans.
Charitable giving program and benefits.
The role may be eligible for a quarterly or annual bonus based on individual and company performance.