Administrative Assistant

About the Role

We are seeking an exceptional Assistant to support a fast-paced entrepreneur and executive. This is not an entry-level administrative role.

The ideal applicant is highly organized, proactive, detail-oriented, technologically savvy, and capable of anticipating needs before they arise. You should thrive in a dynamic environment where priorities can shift quickly and where independent thinking is valued.

The successful candidate is self-motivated, dependable, and accountable with the ability to effectively prioritize responsibilities while managing multiple projects simultaneously.

Required Qualifications

• Minimum 10 years of role-related experience
• Advanced proficiency in Microsoft Office Suite and QuickBooks Online (QBO)
• Demonstrated proficiency with AI tools, including ChatGPT and related technologies
• Exceptional written and verbal communication skills
• Strong project coordination and follow-through abilities
• Excellent organizational and time-management skills
• Ability to handle confidential and sensitive information with discretion
• High attention to detail with strong proofreading and quality-control skills
• Ability to work independently with minimal supervision
• Reliable high-speed internet and dedicated home office environment

Primary Responsibilities

• Meeting coordination and scheduling
• Email monitoring and correspondence
• Project tracking and follow-up
• Data entry and reporting
• Spreadsheet creation and analysis
• QuickBooks Online administrative support
• Document creation and formatting
• Vendor communication and coordination
• Research projects
• Process documentation and improvement
• Special projects as assigned

What Success Looks Like

You:

• Anticipate needs before being asked
• Solve problems before they become issues
• Follow through without reminders
• Take ownership of projects and tasks
• Communicate clearly and promptly
• Think critically and strategically
• Are resourceful and solutions-oriented
• Stay calm under pressure
• Maintain a high level of professionalism at all times
• The application includes a question (Why You?). In your response, you must include the phrase "Excellence Lives in the Details". Applications missing this phrase will not be considered.

Compensation

$48,000 - $55,000 annually, based on experience

Additional performance-based bonuses, compensation increases, and growth opportunities available for exceptional performers.

Location

Remote (United States); Company is based in Houston, TX

Schedule

Monday-Friday, 8:00 AM - 5:00 PM CST

This role requires flexibility outside standard business hours when urgent matters arise. Responsiveness and availability are critical components of success in this position.

Pay: $48,000.00 - $55,000.00 per year

Application Question(s):

• How many years of Executive Assistant experience do you have?
• Rate your Microsoft Excel proficiency. (Beginner, Intermediate, Advanced, Expert)
• Describe how you currently use ChatGPT or AI tools in your daily work/life.
• This position requires immediate responsiveness during business hours and sometimes outside of business hours (inc evenings and weekends). Can you meet this requirement?
• Please list all languages in which you are fluent.
• Please describe a situation where you anticipated an executive's need before being asked.
• WHY YOU? ... Why are you interested in this position? Why are you uniquely qualified?

Work Location: Remote