Executive Assistant - Operations

Houston First

Houston, TX
Permanent
Full-time

7 hours ago
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IN-PERSON - HOUSTON, TX.At Houston First, we are committed to providing our team members a work environment where they can be themselves and recognized for the unique perspectives they each bring forward. Diversity, equity, and inclusion aren’t just buzzwords–they’re woven into the way we run our business, and they’re reflected in our culture.The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and be well organized providing high-level administrative support to our Chief Operating Officer and Senior Vice President and General Manager.Essential Duties and Responsibilities: (Individual duties, assignments, and responsibilities required for the position)

Provide executive support in a one-on-one working relationship reporting directly to the Chief Operating Officer (COO) and Senior Vice President (SVP).
Manage a wide spectrum of complex assignments requiring analysis, innovation, and independent judgment; Manage sensitive matters with a high level of confidentiality and discretion
Exercise good judgment in diverse situations and maintain a realistic balance among multiple priorities.
Oversee special projects; produce documents, agendas, charts, budgets, reports, and presentations
Be responsive to emails/texts/calls, with contact outside normal business hours
Schedule and coordinate internal and external meetings; resolve scheduling issues
Effectively manage COO’s and SVP’s calendar, schedule, contacts, and itinerary
Coordinate all aspects of travel for executives; from booking transportation and lodging to reconciling travel expenses for COO and SVP
Assist Executives with special projects, meeting coordination, etc.
Coordinate COO’s and SVP’s involvement with Board of Directors meetings, Committee meetings, Staff meetings, and Special Meetings as assigned
Draft and prepare correspondence for internal and external announcements, various meetings, and industry colleagues and organizations
Screen phone calls and respond to inquiries or route them to the proper person
Organize mail and email, flagging important items; maintain and organize files

Supervisory Responsibilities: (Personnel supervision, budgets, performance, etc.)

This position has no supervisory responsibilities

Education and/or Experience: (Special training, certifications, college degree, etc.)

Bachelor’s Degree in Business Administration, or related field
5+ years of experience as an Executive Assistant to a “C” level executive

Knowledge, Skills, and Abilities: (Technical, communication, interpersonal, etc.)

Strong computer skills – Microsoft Office (Word, Excel, PowerPoint, Outlook), quickly learning and managing industry booking software, reporting programs, database management, etc.
Professional communication both verbal and written
Able to keep confidential information confidential
Strong interpersonal skills
Efficient organizational skills
Able to manage very minute details of a project or task
Able to work with little or no supervision
Strong written and verbal communication, administrative and organizational skills
Excellent time management skills; proven ability to meet deadlines
Be creative, flexible and enjoy working within a fast-paced office environment

Work Environment: (Overtime, travel, physical demands, and conditions)The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

No major sources of discomfort; essentially normal office environment with acceptable lighting, temperature, and air conditions.

Houston First