Administrative Assistant

Job Title: Administrative Assistant to Executive Leader

Location: Houston, TX, must be able to work in office at least 2x per week

Employment Type: Contract to Full Time

Position Overview

We are seeking a highly organized, proactive, and resourceful Administrative Assistant to provide comprehensive support to an executive leader. In this high-impact role, time is of the essence. The ideal candidate will excel at balancing multiple priorities, anticipating needs, and maintaining a high level of professionalism and confidentiality in a fast-paced, deadline-driven environment.

This individual will serve as the central point of coordination for executive calendars, communications, meetings, and operational logistics - ensuring smooth daily operations and effective time management for the leadership team. This individual must have at least 6 years of prior experience in assistance.

Key Responsibilities

Executive Support:

• Manage complex calendars and scheduling across multiple time zones for four executives.
• Coordinate meetings, appointments, travel arrangements, and expense reports.
• Prepare, proofread, and format documents, presentations, and correspondence.
• Serve as a liaison between executives and internal/external stakeholders.
• Prioritize and manage incoming communications, ensuring timely responses and follow-ups.

Operations & Coordination:

• Track key deadlines, initiatives, and deliverables across departments.
• Assist in preparing agendas, recording meeting minutes, and tracking action items.
• Maintain and update files, records, and databases.

Administrative Excellence:

• Process invoices, reimbursements, and purchase requests in coordination with finance.

Key Competencies

• Professionalism: Exercises sound judgment and discretion.
• Initiative: Anticipates needs and acts proactively.
• Adaptability: Thrives in a dynamic, fast-paced environment.
• Collaboration: Works effectively across teams and departments.
• Reliability: Consistently meets deadlines and maintains high standards.