Executive Assistant

HP•Spring, TX

5d•$32 - $49

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 or external stakeholders. The Executive Assistant helps streamline workflows, prioritize tasks, support strategic initiatives, and ensure executives are prepared to meet business objectives. Success requires strong organization, attention to detail, excellent communication, discretion, and the ability to manage multiple priorities in a fast-paced environment. The position supports multiple executives in large organizations with complex calendars and urgent deadlines, and works closely with the Chief of Staff regarding upcoming deliverables and preparation meetings. It also coordinates administrative work within the department or division and collaborates with other departments, divisions, and companies. The role may affect the department and provide expertise to functional project teams, including participation in cross-functional initiatives. Assignments can be complex and require initiative and specialized knowledge to resolve problems or develop recommended solutions.

Requirements

High school diploma, GED, higher secondary education, commensurate work experience, or demonstrated competence.
6–8 years of related work experience, preferably in senior or advanced general administrative support, office services, or a related field.
Proven ability to manage complex schedules and priorities in a fast-paced environment.
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 accuracy and attention to detail 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 all levels of the organization.
Professional presence and executive-level demeanor.
High accountability and reliability, with a proactive customer-service mindset.

Nice To Haves

Experience supporting senior leaders, preferably at Director level and above.

Responsibilities

Perform tactical and strategic administrative support for upper executive-level employees and serve as the top administrative employee in the department or division.
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 analytic reports for strategic planning in the administrative function and assist with presentations containing relevant insights for executives.
Serve as a primary point of contact between upper executive-level employees and internal or external stakeholders.
Conduct basic research, including gathering information for reports or projects, in collaboration with relevant stakeholders.
Draft and format routine documents, reports, and presentations; proofread and edit documents for accuracy and compliance with company guidelines and policies.
Coordinate administrative work within the department or division and work with other departments, divisions, and companies.