Executive Assistant / Office Coordinator - Galleria Area

EXECUTIVE ASSISTANT / OFFICE COORDINATOR - Houston Galleria Area

POSITION SUMMARY

The Executive Assistant / Office Coordinator provides high-level administrative support to executive and senior team and ensures smooth day-to-day operations. This role directly supports the senior leadership team. In addition to executive support, this role provides ongoing administrative and operational support to a team of 10-12 employees, enabling productivity, coordination, and execution of business priorities. This position requires a strong ability to exercise good judgment in a variety of situations. The ideal candidate will be a proactive problem solver, possess exceptional communication skills, meticulous attention to detail, and be able to balance multiple competing priorities of great importance in a fast-paced environment. Because we are very small currently, the CEO is highly integrated in activities and often is the decision-maker in addition to the COS or Head of Investments. Beyond the CEO, however, the environment is non-hierarchical and highly collaborative where everyone wears many hats.

ESSENTIAL FUNCTIONS

Team Support and Office Operations

• Provide day‑to‑day administrative and operational support to a team of 10-12 employees.
• Coordinate executive management calendars, meetings, and logistics, including agendas, materials, notes, and follow‑up actions.
• Serve as the primary point of contact for team administrative needs, questions, and process guidance.
• Support onboarding and offboarding activities, including coordination of schedules, access, documentation, and logistics.
• Assist team members with travel coordination, conference and event coordination, and expense reporting, as applicable.
• Maintain shared team resources, documentation, trackers, and process guides to ensure consistency and efficiency.
• Track and follow up on team action items and commitments to ensure timely completion.
• Proactively identify operational gaps or inefficiencies impacting the team and recommend improvements.

Calendar/Event Management:

• Strategically manage the senior team’s schedules. This will often require fluid reprioritization, independent decision-making and coordination with multiple stakeholders, and rearranging appointments as appropriate in accordance with priority.
• In close collaboration with executive leadership, maintain a longer-term strategic calendar of major upcoming events, travel, and forward-looking priorities. Ensure executive leadership team is well informed of upcoming commitments and responsibilities and following up appropriately.
• Ensure cadence and scheduling of employee meetings, monthly business review meetings, Board meetings, etc.

Travel Facilitation:

• Arrange complex domestic travel plans – submit travel authorization requests, develop itineraries, book flights and hotels, handle ground transportation arrangements, reserve meeting facilities, acquiring necessary travel documents and any other necessary arrangements.
• Manage executive expenses and prepare monthly expense reports.

Communication Support:

• Work effectively with people of varied cultures and diversity.
• Keeping in mind the company reputation, it always exhibits pleasant public demeanor and etiquette.
• Provide a bridge for smooth communication between the team and internal businesses / employees, the team and board, and team and third-party vendors and consultants.
• Draft and prepare correspondence for important organizational announcements, routine correspondence, emails, memorandums, meeting minutes, meeting briefings, and company presentations. Review the documents for completeness and accuracy with attention to detail.
• As needed, distribute company documents for necessary approval and signature
• Communicate across multiple technical platforms.
• Draft and distribute company announcements to the employee population utilizing company’s preferred method of communication.
• Assist with communication on business related social media accounts, or online platforms as needed.

Meeting Facilitation:

• Provide support for Board meetings by working with key players to gather all necessary information and ensuring executive management is aware in reasonable advance of meeting date(s).
• Conduct meeting prep for executive team and clients, partners, vendors, consultants including profiles, previous meeting notes, etc. If needed, take detailed and accurate meeting notes and distribute documentation within hours of the meeting.
• Support recurring team meetings and working sessions, including scheduling, preparation, documentation, and action‑item tracking.
• Draft, prepare and compile reports or presentations for executive leadership team meetings, board meetings, and any other meetings in which the Executive leadership team may be involved.
• Facilitate one-off team offsite activities and volunteer activities, from planning to logistics

Administrative Support:

• Ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Prioritize conflicting needs; handles matters expeditiously, and proactively, and follows through on projects to successful completion, often with deadline pressures.
• Balance and prioritize competing demands across executive leadership and the broader team, exercising independent judgment to manage workload and deadlines.
• Act as an operational liaison between executives and the team to ensure clarity, alignment, and timely execution of priorities.
• Support as a liaison between the company and board, and company and sponsor.
• Be forward looking thinking, actively seeking opportunities and proposes solutions.
• Work closely with other members of the office to organize successful meetings hosted by the CEO, COS, or other Executives of the office, including Executive leadership meetings, by making appropriate room, technology, and dining arrangements in advance.

Education and Experience:

• Associate degree in a related field required. Bachelor's degree in business administration, management, or a related field is strongly preferred.
• 7-10 years’ progressively complex administrative and scheduling experience required. With at least five years’ previous experience supporting Executive-level and senior-level teams strongly preferred.

Knowledge/Skills:

• Proven ability to perform complex office tasks involving the use of initiative and judgment.
• Proven ability to act as an operational “hub,” ensuring alignment, accountability, and execution across multiple stakeholders.
• Ability to react with appropriate levels of urgency to situations that require rapid response and/or turnaround.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines effectively under pressure.
• Ability to exercise good judgement in a variety of situations; serve as a trusted member of the team, with the ability to effectively communicate and enhance the productivity of the Executive leadership team.
• High level of professionalism and discretion, with the ability to handle confidential information with integrity.
• Strong problem-solving and decision-making abilities, with a proactive approach to resolving issues.
• Ability to work autonomously, with self-motivation, requiring little oversight.
• Strong interpersonal, written, and verbal communication skills, with exceptional attention to detail and accuracy, and ability to build trust and credibility across all levels of the organization.
• Advanced knowledge and skill in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, Outlook, OneNote), Google Suite, Adobe, and other videoconferencing platforms.
• Saving the latest IT tools (e.g., Expensify for our expense process) or learning other subscriptions are a plus.
• Strong customer service orientation; self-motivation; conflict resolution.
• Standard of how to carry themselves
• Confidentiality/ security mindedness given we are in a financial sector where much is confidential

Travel Requirements:

Ability to travel, on occasion to various sites.

Physical Requirements:

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Prolonged periods sitting at a desk and working on a computer. Must be able to lift to 15 pounds at times. Use of hands to handle, control, or feel objects, tools, or controls. Understanding the speech of another person speaks clearly so listeners can understand and see details of objects that are less than a few feet away.

Working Conditions:

This job operates in a clerical, office setting. This role routinely involves standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Work is expected to be conducted in the office (non-hybrid).