Executive Assistant/Office Manager

Our client, a financial services firm in West Houston (zip code 77056) is looking for an Executive Assistant/Manager for their office. This position is fully onsite Monday through Friday with general hours being between 8:00 am - 5:00 pm. This is a dual-function role that combines high-level executive support with broad office and administrative management responsibilities. The ideal candidate brings exceptional discretion, sound judgment, and a service-oriented mindset suited to a fast-paced professional services environment. This candidate will support a team of 3 Managing Directors and provide support to the office operations. Compensation ranges between 75,000 - 100,000 annually based on experience.

Executive Support Responsibilities

• Manage complex calendars for one or more senior executives, including scheduling internal and external meetings, calls, and travel across multiple time zones
• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, and detailed itineraries
• Prepare and process expense reports, ensuring timely submission and compliance with firm policy
• Draft, proofread, and edit correspondence, presentations, and internal communications on behalf of executives
• Serve as a liaison between senior leadership and internal teams, clients, and external stakeholders
• Anticipate executives' needs and proactively manage follow-ups, deadlines, and action items
• Handle confidential and sensitive information with the utmost discretion
• Support preparation for board meetings, client presentations, and off-site events

Office Management Responsibilities

• Oversee daily office operations to maintain a professional, well-organized, and fully functional work environment
• Manage relationships with vendors, building management, and service providers; negotiate contracts and ensure service levels are met
• Maintain and order office supplies, equipment, and catering; manage associated budgets
• Coordinate onboarding logistics for new hires, including workspace setup, access provisioning, and orientation scheduling
• Serve as the primary point of contact for facilities-related issues, IT support requests, and general office needs
• Plan and execute firm events, team off-sites, client meetings, and internal functions from concept through execution
• Maintain office records, filing systems, and administrative procedures to ensure operational efficiency
• Support compliance and regulatory recordkeeping requirements as directed

Qualifications

• 5 years of experience in an executive assistant, office manager, or senior administrative role (financial services experience preferred but not required)
• Exceptional organizational skills with strong attention to detail and the ability to manage multiple priorities simultaneously
• High degree of professionalism, confidentiality, and sound judgment
• Strong written and verbal communication skills
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with Concur, Salesforce, or similar platforms a plus
• Proactive problem-solver with a calm, resourceful approach to challenges
• Team player with a positive, collaborative attitude and a genuine desire to support others
  

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.

Benefits Information:

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you.

Beacon Hill. Employing the Future (TM)