Executive Assistant to President/Operations Manager

POSITION TITLE: Executive Assistant to the President/Operations Manager

ABOUT MAIDEN STONE – Maiden Stone is a custom architectural stone supplier. At the core of their values is their highly attuned client service. Rather than taking a strict sales approach as a stone supplier, Maiden Stone collaborates with their clients on luxury projects as their stone consultant.

POSITION SUMMARY – This opportunity is for a straight-shooting, diligent, and loyal “procedure expert” who is eager to bring structured processes and systems to this unique business.

This person will be a right hand to the President, providing direct administrative support to her, plus solidifying and streamlining the daily operations of this 7-person team. Your role is to bring calm to the chaos and stabilize the organization through systems. 

You will also help define and encourage top-priority projects and improve the client experience. You must have the business acumen and empathetic insight to know what needs to come off her plate to ensure that she, and her team, operate at their highest productivity. Your role is about giving her back time so she can focus on sales and the strategic side of the business.

The ideal candidate is a seasoned professional with a proven work ethic who has a “can do” attitude. You will be expected to multi-task and handle all projects with tact and precision. This job will be demanding, dynamic, intense, and rewarding.

REQUIREMENTS

• Minimum 10 years of professional Administrative experience and/or Operations experience.
• Minimum 4 years as a high-level Executive Assistant to the C-Suite, or Senior Managing Director or as a high-level member of the Operations Department. NO EXCEPTIONS.
• Experience supporting a sales team, a sales leader, or a sales-minded Executive.
• Adept at Salesforce and Microsoft Office 365, with proficient knowledge of Excel and Teams.
• Must have your own car and mobile phone.
• May occasionally need to travel with the President on sales trips.

STATUS & LOCATION – 40 hours/week in the Montrose/Midtown area of Houston, TX (77006). This is a hybrid position, with a minimum of 3 days in person. You will sometimes work from the office, the home of the President, or your own home. You must live close to the 77006 zip code. 

To build relationship, understand the nuances of the organization, and learn the habits of the President, the first three (3) months of employment will be spent working with the President in person in her home most of the time. 

SALARY & BENEFITS

• $90,000 - $100,000 annual salary range.
• Medical, dental, and vision benefits effective immediately at 75% employer/ 25% employee coverage. Multiple plans available.
• Options for 401k program, life insurance, short-term and long-term disability, and accidental death & dismemberment insurance.
• Vacation time is accrued. You receive 10 days the first year, and this increases year over year. 
• Paid holidays.
• Computer tech stack.

WHO IS THE PRESIDENT?

• A seeker who is always wanting to improve herself and her team. 
• Innovator, brainstormer, and an expert in business development, client service, and sales.
• Trusting, respectful, forgiving, non-judgmental, and graceful with mistakes or asking for help.
• Always up to try something new. Willing and open-minded to a new way of doing things.
• Conscientious, hardworking, straightforward, and direct. Results-oriented.
• Incredibly smart, with an amazing memory, and can juggle many projects at once. She also may have trouble prioritizing and triaging when overwhelmed.
• Moves fast, thinks fast, and may forget to give context.
• Can be easily distracted and impatient.
• Wears her emotions on her sleeve. Intense. Dependable. Helpful to others.
• Over-booker, over-committer, and maybe a bit of a workaholic.
• Articulate, succinct, and, at times, can communicate with masculine delivery and exasperated language.

WHO ARE YOU?

• Organized, disciplined, thorough, hard-working, responsible, with a keen attention to detail. 
• Capable of independent thought and decision-making. Excellent judgment; high level of discernment. Carries own weight and contributes to others.
• Self-starter, self-motivated, and an autonomous problem-solver; able to foresee problems and act. Anticipates needs, looks around corners, and mitigates risks.
• Competent, consistent, and committed. Takes pride and honor in their work; delivers impeccable work dependably. Extremely self-driven and strong-willed.
• Comfortable juggling multiple projects/tasks at once in a fast-paced environment. Stress and intensity don’t scare you, rather you see them as a challenge.
• Highly intelligent, high emotional intelligence, and high common sense. Able to “keep up” with the President.
• Demonstrates flexibility, calmness, and patience with clients (but determined to get what you need from the vendors.)
• Confident and strong in your voice, your work, and yourself. You can do your job with or without recognition. Thick-skinned and not easily offended. 
• Willing to speak up and offer a unique perspective. Blunt, direct, and forceful, but respectful and professional while doing it. 
• Has executive-level communication skills; speaks using clear, concise, and direct sentences. 
• Produces well-thought-out and visually appealing professional correspondence, free of grammatical and spelling errors.
• Handle sensitive situations, documents, and information with diplomacy and confidentiality.
• Caring, thoughtful, honest, ethical, and personable. Drama-free. High level of integrity.
• Works effectively without constant supervision. Even after being pulled away from a task repeatedly, you must be able to return to it and get it finished on time.
• Bonuses: Any experience with Entrepreneurial Operating System (EOS), experience hiring teams, or working in the stone industry.

KEY AREAS OF RESPONSIBILITY

Operations and Processes

• Compose and document the company’s Standard Operating Procedures (SOPs). Create processes and procedures where there are none from conception to completion.
• Use a tenacious personality and focus to bring new ideas and platforms to the table to make the company and/or the President more efficient.
• Create accountability measures for team members so the systems and processes can work with ease and automation. 
• Constantly think of ways to make the business more effective without working more hours or hiring more people. 
• Assess company meetings to standardize, focus, or combine them for maximum efficiency.
• Create standardized meeting agendas.
• Build a system for marketing and photo gallery approvals, from conception to completion.

Essential Administrative Duties

• Remove logistical obstacles to allow the President to stay focused on strategy, sales, and the direction of the company.
• Dominate a busy calendar with ease, determination, and adaptability. Keep the President well informed of upcoming commitments and responsibilities, following up appropriately.
• Travel planning for complicated sales trips.
• Initiate and participate in daily meetings with the President to go over scheduling and priorities.
• Acknowledge, handle, and respond to the President’s emails in a timely fashion. 
• Prepare executive responses to routine letters and correspondence. Sort through inbox clutter.
• Prioritize conflicting needs; handle matters expeditiously and proactively, and follow through on projects to successful completion, often with deadline pressures. 
• Assist with their ad hoc onboarding program. Must be willing to dive in on Day One without a formal setup and document as you go along.
• Must be willing to take on a variety of assignments as necessary. No job too small.

President & Business Management

• Aiding the President in moving tasks forward in any project, personally or professionally.
• Creates simple and tailored processes for the President to keep her on task, focused, and calm.
• Determines the appropriate allocation of time for meetings, prepares her ahead of time, and does what is possible to ensure they are concise and to the point.
• Exhibits high empathy and understanding of the President and her behaviors. Utilizes analytical skills and a broad understanding of the business to effectively interpret and anticipate needs.
• Personal tasks as needed including errands, scheduling, travel planning, purchasing gifts, and any additional special projects. The President’s work life and personal life are one in the same.
• Keep her advised of any potential problems. Be the eyes and ears for her.
• Constantly look ahead to take care of the President’s needs, often before she is aware of them. 
• Advocate for the President to help her succeed.

Culture Keeper

• Assists with celebrating birthdays, anniversaries, large life events, and holidays by proactively purchasing cards or gifts for employees and customers.
• Helps plan and prepare company internal and external events.
• Provides a bridge for smooth communication between the President and team; demonstrating leadership to maintain credibility, trust, and support with all staff.

Salary : $90,000 - $100,000