Executive Assistant and Office Manager (Onsite)

What You’ll Do

Are you the type of person who reaches for the stars and sets a high bar for yourself? Would your friends say that you are a proactive and a strong problem solver? Do you have a knack for streamlining processes and creating optimization workflows? If the above describes you, keep reading… we have the perfect role for you!

We are seeking a high-level Executive Assistant to support our executive leadership team, as well as spearheading a dynamic office culture that’s all encompassing when it comes to efficiency, collaboration and fun!

The ideal candidate will possess a high level of emotional intelligence and professionalism, and can also operate in a high-volume environment, continuously multi-tasking and demonstrating self-direction, time-management and strong attention to detail. Excellent communication skills are a must, as successfully executing on the responsibilities of this role will require coordination between multiple internal and external parties.

This position will handle confidential information and the successful candidate will be expected to act with the required level of integrity and maturity associated with those communications.

Key responsibilities:

• Proactively anticipates what’s next for the executive leadership team and prepares accordingly.
• Plans, coordinates AND executes events from start to finish, while meeting budgets and deadlines.
• Thoughtfully organizes and prepares travel arrangements, ensuring logistics are seamless and complete with the most efficient use of time and money for domestic and international travel.
• Strategically manages and protects the time and energy of the executive team by mindful calendaring and managing inboxes.
• Organizes and assists with various types of meetings and events, including, but not limited to board meetings - coordinating and preparing conference rooms, pre-work, agenda, meeting minutes and setting up teleconferences and videoconferences.
• Manages documentation and filing in accordance with the company’s retention policy.
• Serve as the key point of contact for main office vendors, such as maintenance, mailing, supplies, equipment repair. Monitor office machines and systems, and problem-solves issues as needed 
• Manages office supplies inventory for two offices (one outside of Houston) and places orders as necessary.
• Identify opportunities for process and office management improvements, and design and implement new systems.
• Manages insurance broker relationships
• Personal assistant tasks include, but are not limited to: personal travel, errands, gift purchases, event planning, ordering, and package management
• Transports boxes weighing up to 50 pounds, across the office or offsite, to meet various needs

What You’ll Bring

• 6-10 years of experience supporting C-suite Executives
• 2-3 years of event planning experience within a company
• Strong execution skills - takes initiative, is resourceful, and is able to operate independently and effectively with minimal information
• Service oriented approach with the ability to anticipate needs and exercise good judgment on a daily basis.
• Exceptional interpersonal skills. Enjoys working in a collaborative environment and stepping in to help across the organization as needed.
• Able to handle multiple priorities and anticipate/resolve issues before they arise and without sacrificing quality of work.
• High level of integrity in order to maintain a high level of confidentiality to sensitive information
• Detail oriented, excellent written and verbal communication skills
• Bachelor's degree or combination of education and/or experience, strongly preferred.
• Advanced proficiency in Google Workspace and Slack, strongly preferred.
• Ability to travel up to 25% domestically