Executive/Personal Assistant

We're hiring an Executive/Personal Assistant! As the Executive/Personal Assistant to our CEO (Steve Cela) and President (Sarah Newby), you'll directly contribute to the explosive growth of Strategic Office Support.

MUST LIVE IN HOUSTON, TEXAS

Role:

Join the momentum at Strategic Office Support, where our explosive growth is fueled by our commitment to always deliver on our promises. We're on the hunt for a passionate and detail-oriented Executive/Personal Assistant to be the right-hand to our CEO and our President (two different individuals).

As the Executive/Personal Assistant to our Houston-based Leadership, you'll be at the heart of SOS. Recognized as a 2x awardee on the Inc. 5000 List of Fastest Growing Companies, SOS has experienced 1228% growth over the last 3 years. Your mission: to pave the way for continued growth of SOS.

Time is the most valuable resource for our CEO and President. In this role, your support with executive and personal tasks is essential, allowing the executives to concentrate fully on driving the business forward. You will serve as one of the primary gatekeepers to the company's CEO and President (two individuals). The ideal candidate is an operational force that clears the runway and anticipates needs before they're spoken.

Responsibilities:

EXECUTIVE SUPPORT:

• Manage calendars with precision, ensuring seamless scheduling of business meetings, travel, personal appointments according to executive's preferences
• Proactively plan and organize calendars 3 months in advance.
• Anticipate the executive's needs by identifying potential conflicts and proactively updating stakeholders.
• Fast response time and responds to CEO and Present within seconds to 2 minutes during normal business hours
• Prepare and refine reports and documents with meticulous attention to detail
• Prepare executives for meetings by providing agendas, background information, and necessary materials.
• Act as a gatekeeper and facilitator to protect the executive's time while maintaining accessibility for key stakeholders.
• Actively monitor, categorize, and act on CEO and President's emails
• Draft, proofread, and edit correspondence on behalf of the executive with impeccable accuracy and tone
• Ensure written communication is clear, concise, accurate, and free of grammar errors
• Attend all group meetings with/for executives and take notes, as needed
• Coordinate daily tasks and follow-ups within the company
• Handle vendor, client and personal friend/family inquiries and correspondence with professionalism, balancing clarity and empathy in responses
• Represent the executive professionally in interactions with guests, vendors, partners, and internal teams
• Handle personal matters and errands
• Manage dry cleaning, mail, packages, and package returns as necessary
• Assist with social media video filming and social media management

PROJECT MANAGEMENT:

• Coordinate and track progress on strategic initiatives, ensuring deadlines are met
• Provide clear instructions to stakeholders on behalf of the executives
• Follow up on action items and maintain accountability
• When working on a long-term project, ensure project management software (Monday.com and StrategyX) is updated with the most current information by EOD
• Self-manage due dates in StrategyX according to the executives' priorities
• Plan and manage complex travel arrangements, ensuring logistics run flawlessly
• Ensure travel is booked well in advance and reservations are confirmed and reconfirmed
• Organize events, meetings, and off-sites while maintaining a commitment to high standards
• Special projects as assigned

Requirements:

• Must be available to work in person Monday-Friday
• Willing to be on-call, as needed
• Willing to be available outside of "working hours"
• Proven track record as an Executive Assistant or in a similar high-level support role in a fast-paced, growing organization such as Chief of Staff, Operations Manager, or General Manager in a smaller business
• Experience as a personal assistant is a plus
• Occasional travel to events and meetings as needed, may include international travel
• Strong project coordination skills with the ability to multi-task effectively
• Strong organizational and time management skills; Process-driven
• Ability to thrive in a dynamic and fast-paced work environment, adapting to changing priorities and demands.
• Technologically proficient. Experience with project management, Monday.com, HubSpot and Social Medial Channels (LinkedIn, YouTube) is a plus
• A proactive attitude and willingness to take on new challenges
• Exceptional attention-to-detail and diligence to deliver on promises

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• On call

Work Location: In person