Executive Assistant - Houston, TX

Greystar Management Services•Houston, TX

About The Position

The Executive Assistant provides administrative support to the Executive Director and/or other senior managers in a division, department, or city office. The role coordinates business meetings, conference calls, appointments, and other events, and serves as a liaison between the Executive Director, other members of the Executive team, team members, and people inside and outside the company. The position also supports office operations, travel, document preparation, financial and administrative processes, and special projects. It may directly supervise one or more Receptionists or Administrative Support team members.

Responsibilities

Maintain calendars for the Executive Director and/or senior managers by scheduling calls, appointments, and meetings; securing meeting space and facilities; resolving scheduling conflicts; and preparing meeting materials and attendee communications.
Manage the Executive Director’s daily schedule by reviewing planned meetings and events, gathering necessary materials in advance, and providing follow-up and assistance during scheduled events as needed.
Arrange travel for the Executive Director, consultants, visitors, dignitaries, and others, including reservations, tickets, hotels, rental cars, destination materials, schedule changes, and timely expense reports.
Prepare proposals, presentations, memos, emails, reports, spreadsheets, letters, and other documents for internal and external distribution; draft, proofread, spell-check, enhance, produce, package, and distribute materials.
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.
Plan and coordinate special projects and assignments with team members, engage vendors and service providers as needed, participate in or lead meetings, and follow through on assigned tasks.
Manage day-to-day office operations, including mail and packages, office supply inventory and ordering, coordination with building and facilities management, meeting room setup and breakdown, files and records, and greeting 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.
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 day off for the employee’s birthday after one year of service; 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.
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.
May be eligible for a quarterly or annual bonus based on individual and company performance.