Executive Assistant Job at Confidential Jobs in Houston

This is a high-visibility role designed for a seasoned professional who thrives on complexity and meaningful responsibility. The position plays a critical role in supporting organizational effectiveness and supporting strategic initiatives across multiple departments and locations.

We are seeking an experienced and polished professional who operates with precision in a fast-paced environment and brings a high level of judgment and discretion. The ideal candidate will serve as a trusted partner to senior leadership, seamlessly balancing complex administrative execution with strategic insight. This role offers a compelling opportunity to deepen impact, expand scope, and directly influence both operational excellence and the effectiveness of a key executive.

Key Responsibilities:

Executive & Administrative Support

• Own and strategically manage complex calendars across multiple time zones, anticipating conflicts and optimizing executive time.
• Lead preparation of meeting agendas and materials, and proactively track and drive completion of action items.
• Act as a trusted liaison between executive leadership and internal and external stakeholders, ensuring clear and effective communication.
• Draft, review, and manage high-level correspondence with exceptional accuracy, judgment, and professionalism.
• Safeguard sensitive corporate and personal information with the highest level of discretion and confidentiality.
• Committed to delivering exceptional service and supporting others to achieve their full potential.

Travel & Logistics Management

• Coordinate complex domestic and international travel, including flights, accommodations, transportation, and detailed itineraries
• Track and optimize travel rewards programs and ensure compliance with corporate travel policies
• Provide real-time travel support and troubleshoot logistics as needed

Project Coordination & Operations

• Support the execution of strategic initiatives and cross-functional projects
• Track project milestones and updates using tools such as Microsoft Office

Finance & Budget Support

• Reconcile corporate credit card expenses and code invoices for accounts payable submission
• Assist with monitoring departmental budgets and resolving discrepancies in partnership with finance
• Coordinate with vendors and suppliers on service agreements and procurement needs

Technology & Communication

• Leverage Microsoft Office and collaboration platforms (e.g., Outlook, Teams, Zoom) to support efficient workflows
• Stay informed on all related projects and recommend tools or processes to enhance productivity

Personal Assistance (as needed)

• Coordinate personal appointments and handle errands to support executive productivity
• Manage mail, packages, and miscellaneous administrative tasks as needed

Qualifications:

• Bachelor’s degree required
• Minimum of 8 years’ experience supporting senior executives in a fast-paced, growth-oriented environment
• Exceptional written and verbal communication skills
• Advanced proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word)
• Strong organizational and time-management skills with the ability to manage competing priorities
• Demonstrated discretion and professionalism in handling confidential information
• Proactive, resourceful, and solution-oriented mindset with meticulous attention to detail
• Ability to work on-site full time, Monday–Friday, with flexibility for occasional after-hours support and travel