Executive Assistant

Job Profile: Executive Assistant 

Reports To: EA to the CEO 

Job Summary: 

The Executive Assistant role is strategic and integral role, providing comprehensive administrative, operational, and logistical support to multiple members of our Executive Leadership Team. This position requires exceptional organizational skills, proactive problem-solving abilities, discretion, and a high level of professionalism. The Executive Assistant acts as a primary point of contact for internal and external stakeholders, manages complex calendars, facilitates communication, and ensures ELT member’s time is optimized for maximum impact. This role demands a forward-thinking individual who can anticipate needs, prioritize effectively, and maintain confidentiality in all matters. 

Key Responsibilities: 

• Calendar and Time Management:  

• Proactively manage and maintain the complex calendar, scheduling appointments, meetings, and conferences with a keen understanding of priorities and time zones. 

• Anticipate and resolve scheduling conflicts, ensuring smooth transitions between commitments. 

• Prepare and provide detailed itineraries and necessary materials for all engagements. 

• Communication and Correspondence:  

• Act as a critical liaison between the ELT, external partners, clients, and stakeholders. 

• Screen and prioritize incoming communications (emails, calls, mail), drafting responses or delegating as appropriate. 

• Prepare, proofread, and edit internal and external communications, presentations, reports, and other documents. 

• Ensure timely and accurate dissemination of information on behalf of the executive leader. 

• Meeting Preparation and Follow-up:  

• Coordinate all aspects of meetings, including scheduling, venue booking, catering, and technology setup. 

• Prepare agendas, gather necessary materials, and distribute pre-read documents in advance. 

• Attend meetings as required, taking detailed minutes and tracking action items. 

• Follow up on action items to ensure timely completion and report progress. 

• Travel Arrangements:  

• Arrange complex travel logistics, including flights, accommodations, ground transportation, and other requirements, as needed. 

• Prepare detailed travel itineraries and expense reports. 

• Project Management and Support:  

• Conduct research, compile data, and prepare reports or presentations as requested. 

• Monitor progress of key initiatives and provide updates. 

• Office Administration and Organization:  

• Maintain organized digital and physical filing systems. 

• Process invoices, expense reports, and other financial documentation in a timely manner. 

• Order and maintain office supplies and equipment as needed for the Houston office. 

• Handle confidential and sensitive information with the utmost discretion and integrity. 

• Relationship Management:  

• Build and maintain strong working relationships with internal teams and external contacts. 

• Represent the ELT professionally and positively at all times and in alignment with the company’s values. 

• Ad Hoc Duties:  

• Perform other administrative duties and special projects as assigned. 

Qualifications: 

• Experience:  

• Minimum of 7-10 years of experience as an Executive Assistant supporting C-level executives, in a fast-paced environment. 

• Proven track record of managing complex calendars, travel, and administrative tasks. 

• Education:  

• Bachelor's degree in Business Administration, Communications, or a related field preferred. 

• Skills:  

• Exceptional organizational and time management skills with a strong ability to prioritize and multitask. 

• Superior written and verbal communication skills, with an impeccable command of grammar and spelling. 

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Google Workspace, Microsoft Teams). 

• Tech-savvy and comfortable learning new software and systems quickly. 

• High level of discretion, professionalism, and ability to handle confidential information with integrity. 

• Proactive, resourceful, and a strong problem-solver with excellent attention to detail. 

• Ability to work independently with minimal supervision and as part of a team. 

• Strong interpersonal skills with the ability to build rapport and communicate effectively with diverse individuals. 

• Flexibility and adaptability to changing priorities and demands. 

Work Environment: 

• Primarily an office-based role, with potential for occasional remote work based on ELT needs. 

• May require flexibility in working hours to accommodate the business needs. 

• Fast-paced and dynamic environment. 

Success Factors: 

• Ability to anticipate needs and proactively address potential issues. 

• Exceptional judgment and decision-making capabilities. 

• Strong ability to manage multiple competing priorities effectively. 

• Demonstrated commitment to excellence and high standards of work. 

• Positive attitude and a strong sense of ownership and accountability.