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admin assistant - proposals Jobs in Houston

admin assistant - proposals

executive assistant

Arch Aerial LLC

<div>Arch Aerial LLC is seeking a highly motivated Executive Assistant to assist the CEO in administrative duties, accounts payable and receivable, basic book-keeping tasks, travel booking for Arch Aerial team members, preparation of certain reports, purchasing, HSE document control, maintaining the company's compliance portals, and other duties to be assigned after initial training. This is a full time salary position which is in person, and not remote.
Functions &amp; Responsibilities
We are seeking a highly reliable team player to provide executive level administrative support and perform basic/general bookkeeping functions, operations assistance functions, and compliance functions. This position reports directly to the CEO and requires a discrete individual who can assist with sensitive and proprietary matters and customer information in a responsible manner. The right candidate will be personable, professional and flexible, with a passion for service.
The position requires exceptional analytical skills as well as experience with administration, communication, bookkeeping and internal/external relations. They should also be a team player, have exceptional organizational skills, high ethical standards, and have experience carrying out multiple projects while prioritizing tasks. You will be an integral component of our team with room for growth and exposure to a variety of industries.
We value (i) experience, (ii) a strong and efficient work ethic, and (iii) strong skills, and (iv) integrity more than a specific educational degree. 
Requirements 
<ul><li>
Strong organizational skills.</li><li>
Excellent communication skills.</li><li>
Highly proficient at email, email organization, and cloud data management.</li><li>
Excellent interpersonal and communication skills and the ability to effectively communicate with all levels of management, staff, customers, and industry.</li><li>
Must be able to utilize a variety of computer applications including Microsoft Office, and other on-line cloud storage and data transfer tools like Dropbox.</li></ul>
Highly recommended, but not required:<ul><li>
Quickbooks Online Experience</li><li>
Experience with ISNetworld, Veriforce, and Avetta.</li><li>
Customer service experience.</li></ul> 

Benefits 
The candidate will not be immediately eligible for benefits, but may be eligible for 401K programs 90 days after hire, and eligible for health benefits (according to company policy) as early as 2027.</div>

Executive Assistant

Cypress Construction Inc

We are looking to add an Executive Assistant to our ever growing team. This position will support all levels of the team and aid in delivering projects requirements on time/under budget. This position is 100% in office, not remote.Responsibilities/ Duties:<ul><li>Must enter estimates, request pricing, and submit proposals using excel</li><li>Prepare submittals; track project progress (revisions / milestones / delivery dates)</li><li>Work hand and hand with customers and vendor</li><li>Scheduling with vendors and GCs</li><li>Permitting process including submittals to Houston and surrounding cities/authorities - Experience preferred</li><li>Coordinating appointments</li><li>Maintain project folder structure</li><li>Obtain COI for multiple contractors &amp; projects</li><li>Prepare and maintain RFI&rsquo;s and Change Orders for various projects</li><li>Prepare and submission of lien waivers</li><li>Required Skills &amp; Abilities: </li><li>Experience in commercial construction preferred</li><li>Must comply with specific company protocol when communicating between team members, owners, architect/engineer, contractor staff, subcontractors.</li><li>Self-starters who are well organized with a positive attitude is a must.</li><li>Extensive experience in Microsoft Office - Excel is a Must</li><li>Excellent communication skills (written &amp; verbal)</li><li>Must have ability to multi-task while solving complex problems</li><li>Support legal and compliance operations under the guidance of the President, including document tracking and legal file organization.</li></ul>Requirements:<ul><li>Available to work M-F, 8 am &ndash; 5 pm and overtime when necessary</li><li>Minimum 60 WPM typing is a must</li><li>Refine and document project scope, objectives and desired outcome</li><li>Track project performance periodically to ensure both short-term and long-term goals are met</li><li>Create and maintain detailed project documentation</li><li>Use the right tools and techniques</li><li>Manage interdepartmental coordination to ensure smooth project execution</li><li>Bachelor&rsquo;s degree preferred; an Associate&rsquo;s degree with substantial relevant experience will be considered.</li></ul>Job Type: Full-timePay: From $52,000.00 per yearBenefits:<ul><li>Health insurance</li><li>Paid time off</li></ul>Ability to Commute:<ul><li>Houston, TX 77070 (Required)</li></ul>Ability to Relocate:<ul><li>Houston, TX 77070: Relocate before starting work (Preferred)</li></ul>Work Location: In person

ASRC Federal

ASRC Federal is a leading government contractor furthering missions in space, public health and defense. As an Alaska Native owned corporation, our work helps secure an enduring future for our shareholders. Join our team and discover why we are a top veteran employer and Certified Great Place to Work™
 
ASRC Agile Decision Sciences (ADS) is seeking a Sr. Executive Assistant to support NASA programs. The primary responsibility for this position will be to assist a government office with travel support management and other administrative and coordination tasks.
 
Responsibilities
 <ul>
<li>Provides mission-directorate wide travel management support and travel budget reconciliation for the Explorations Systems Development Mission Directorate (ESDMD) Business Office.</li>
<li>Develop and maintain ESDMD-specific travel related process and procedure documentation.</li>
<li>Coordinate with the Travel Office to plan and coordinate quarterly training for ESDMD employees and contractors.</li>
<li>Develop processes, forms and tools to streamline the travel request process across multiple groups.</li>
<li>Manage travel information across multiple offices and stakeholders in a cohesive process for the Mission Directorate.</li>
<li>Provides coordination support to high-level leadership including coordinating with multiple stakeholders. Provide administrative support including tracking status of items, reports and assisting in meetings and events.</li>
<li>Additional projects will involve coordinating actions with government and international personnel.</li>
</ul>
Please note: Executives travel frequently, so this position may be filled at NASA Headquarters (HQ) or NASA Johnson Space Center (JSC). It may require occasional travel to NASA HQ or JSC depending on customer needs.
 
Desired Skills
 <ul>
<li>Previous experience in the government or aerospace industry will be viewed favorably. Previous experience with Concur Government Edition (CGE) is also beneficial.</li>
<li>Knowledge and experience using Microsoft Office products is critical, including Outlook, Word, Excel and PowerPoint.</li>
<li>Comfortable using website applications to coordinate activities, store files, and enter data as needed. Experience with SharePoint is preferred.</li>
<li>Possess excellent written and oral communication skills, attention to detail, and the ability to prioritize projects to meet deadlines.</li>
<li>The individual will be expected to learn general information about the major projects of the office and key terminology. A proactive and flexible demeanor is greatly preferred, in order to successfully support this dynamic, high-profile office.</li>
</ul>
Education/Experience
 <ul>
<li>Bachelor's Degree preferred</li>
<li>NASA experience preferred</li>
<li>5-10 years of experience preferred</li>
</ul>
We invest in the lives of our employees, both in and out of the workplace, by providing competitive pay and benefits packages. Benefits offered may include health care, dental, vision, life insurance; 401(k); education assistance; paid time off including PTO, holidays, and any other paid leave required by law. The salary offered will depend on several factors including, but not limited to, relevant experience, skills, education, geographic location, internal equity, business needs, and other factors permitted by law. Posted pay ranges are a general guideline only and are not a guarantee of compensation or salary.
 
EEO Statement
 ASRC Federal and its Subsidiaries are Equal Opportunity employers. All qualified applicants will receive consideration for employment without regard to race, gender, color, age, sexual orientation, gender identification, national origin, religion, marital status, ancestry, citizenship, disability, protected veteran status, or any other factor prohibited by applicable law.

Sr. Executive Assistant

Bessemer Trust

<div>At Bessemer, the Executive Assistant will provide seamless administrative support to the Client Advisory (CA) Team which consists of an Associate Client Advisor (ACA), Client Advisor (CA), and Senior Client Advisor (SCA). The specific duties include:
<ul>
<li>Point person with respect to client cash transactions and bill payment requests (i.e., wires, ACHs, internal account journals); requires frequent client communication via email and phone, transaction processing via internal banking systems, and coordination of inter-departmental approvals</li>
<li>Optimum screening of incoming communications and routing for timely action and follow-up.</li>
<li>Professional communication with both internal and external contacts, including significant prospect and client relationships.</li>
<li>Compose well-proofed written and email correspondence, which may require the use of financial vocabulary and broad knowledge of the firm's operations, systems, and employees.</li>
<li>When appropriate collaborate with the ACAs to create presentation books for clients and prospects.</li>
<li>Comprehensive organization of meetings and luncheons as needed; coordinate scheduling for internal attendees and manage calendar invitations for the CA team.</li>
<li>Establish effective working relationships with colleagues and external contacts; may be required to provide flexible support to other CA Teams as directed.</li>
<li>Provide direct and pro-active administrative support to all members of the CA Team; primary support for Associate Client Advisors with respect to all cash management and bill payment functions.</li>
<li>Update all contact information, send mass mailings, create ticklers, log calls, and create activities in Salesforce.</li>
<li>Responsible for maintaining current Salesforce client records for the CA Team and managing external client mail merges, event invitations, and Salesforce reports.</li>
<li>Bookkeeping/accounting work for various transactions with clients, as directed by the CA team.</li>
<li>Process expense reports and book travel for all members of the CA Team.</li>
<li>Assist with physical client mailings, including preparing and sending documents via FedEx or other courier services, ensuring timely and secure delivery</li>
<li>Compile information and organize CA Team's responses to Compliance and Audit-related requests.</li>
</ul>
Client Service Responsibilities (as directed by the CA Team):
<ul>
<li>Handle routine communication with clients and their advisors via telephone, email and fax.</li>
<li>Document written and verbal communication with clients and their advisors in Salesforce.</li>
<li>Assist the client advisory team with preparing charts and materials for client and prospect meeting presentations using Excel, Word, PowerPoint and internal applications as needed.</li>
<li>Pull basic information from Bessemer systems (ATLAS) to update spreadsheets for clients.</li>
<li>File correspondence and other documents in internal databases.</li>
<li>Create documentation of client correspondence for tracking purposes.</li>
</ul>
Account Administration Responsibilities (as directed by the CA Team):
<ul>
<li>Work with Client Administration Support (CAS) to open accounts and coordinate with outside agents the transfer of assets to Bessemer.</li>
<li>Perform cash management functions using Workflow and Atlas in accordance with established account procedures and applicable fiduciary laws and policies.</li>
<li>Process client remittances.</li>
<li>Work with the client's CPA to assist in gathering tax information and cutting tax checks when applicable.</li>
<li>Anticipate when an overdraft can occur and prevent it by bringing the information to the team's attention.</li>
<li>Supervise and pay client bill payments.</li>
</ul>
Wealth Advisor Support Responsibilities (as directed by the Wealth Advisor Team):
<ul>
<li>Assist wealth advisor team with their efforts to communicate with prospects and centers of influence (COIs)</li>
<li>Coordinate event planning logistics and budgeting for wealth management and COI events (as needed)</li>
<li>Provide general assistance and support with logistics and communications of marketing, event planning and business development efforts</li>
<li>Print, bind and distribute client/prospect meeting books (as needed)</li>
</ul>
Management and Office Support Responsibilities (as directed by the Regional Director):
<ul>
<li>Complete and handle all travel arrangements and reservations for Regional Director and Senior Client Advisors</li>
<li>Lead and coordinate with reviewing, updating and submitting expense reports for Regional Director and Senior Client Advisors</li>
<li>Assist office manager by providing back-up coverage (as needed)</li>
<li>Assist with updating and extracting key information in Salesforce</li>
</ul>
Qualifications:
<ul>
<li>Bachelor's Degree Required.</li>
<li>3+ years of experience as an administrative assistant, preferably within a bank supporting a team.</li>
<li>Ability to work well in a team environment.</li>
</ul>
About Bessemer Trust
<div>
<div>Bessemer Trust is a family office, overseeing more than $250 billion in assets for over 3,000 individuals and families of substantial wealth. Its more than 1,300 employees are singularly focused on private wealth management &mdash; disciplined investment management, sophisticated wealth planning, comprehensive family office services, and highly personalized client service.

Established in 1907 as the family office for Annie and Henry Phipps, Bessemer Trust is in its seventh generation of ownership by the Phipps family. As a self-made entrepreneur, Henry Phipps was a founding partner and chief financial officer of Carnegie Steel.

Bessemer Trust retains its original focus as a privately owned and independent wealth manager deeply committed to its mission of providing peace of mind to its clients. Bessemer's adherence to putting clients' interests first, fiduciary mindset, and highly collaborative culture are at the heart of everything the firm does.

Key Facts:
<ul>
<li>For 119 years, Bessemer Trust has operated continuously in a single line of business, independently owned by one family.</li>
<li>Headquartered in New York's Rockefeller Center, Bessemer Trust has 22 offices in total. Woodbridge, NJ, is one of the firm's largest offices, which hosts a wide range of technology and operations professionals. In addition to its sizable presence in New York and Woodbridge, the firm provides client service through offices in Atlanta, Boston, Chicago, Dallas, Delaware, Denver, Garden City, Grand Cayman, Greenwich, Houston, Los Angeles, Miami, Naples, Nevada, Palm Beach, San Diego, San Francisco, Seattle, Stuart, and Washington, D.C.</li>
<li>To watch a video about Bessemer Trust's history, click here.</li>
<li>To learn more about Bessemer Trust, click here.</li>
</ul>
About Our Employee Rewards and Benefits:

We provide exceptional rewards and benefits that are among the best in the industry, giving our people access to a wide range of options, including:
<ul>
<li>Competitive base salary plus discretionary annual bonus for select positions</li>
<li>A 401(k) plan with a generous annual profit-sharing contribution</li>
<li>Personalized development and career opportunities, including tuition reimbursement support</li>
<li>Comprehensive medical, dental, and vision plans with zero contributions for employee coverage</li>
<li>Employee assistance (EAP) and wellness programs</li>
<li>Hybrid work environment: 60% in office, 40% remote for most positions</li>
<li>Paid time off and paid parental leave</li>
<li>Employer-paid life insurance and short- and long-term disability coverage</li>
<li>Legal services and financial wellness plans at no cost to employees</li>
</ul>
Bessemer Trust is committed to creating a diverse and inclusive environment and is proud to be an equal opportunity employer. We encourage candidates of diverse backgrounds to apply.</div></div></div>

Executive Assistant - Client Advisory

Five Woods Realty

Overview We are seeking a dynamic and highly organized Executive Administrative Assistant to join our team. This vital role offers the opportunity to support the firm principal by managing daily administrative and transaction related tasks with energy, precision, and professionalism. The ideal candidate will excel in multitasking, demonstrate exceptional communication skills, and possess a proactive attitude to ensure smooth office operations. If you thrive in a impactful self-paced environment and enjoy working individually and in customer facing roles, then this position can be perfect for you!Responsibilities<ul><li>Responsible for administrative duties related to day-to-day operations for a real estate development firm.</li><li>Draft correspondence as needed and respond to client and customer inquiries received via phone, mail, or email.</li><li>Performs duties related to creating invoices, payment processing, accounts payable, and accounts receivable.</li><li>Record entries in Excel for financial project information related to expenses, revenues, and budget adjustments.</li><li>Reconcile deposits received from rent and handle petty cash utilized in paying subcontractors.</li><li>Maintain order supplies for the office, and for company projects.</li><li>Maintain and provide status updates on projects, contracts, and transaction related documents.</li><li>Performs basic research and gather necessary information for various local, state, and federal programs related to real estate housing and project solicitations.</li><li>Communicate with staff of public entities, public agencies and departments, and government officials.</li><li>Maintain client and customer contact database for firm.</li><li>Accounts Payable: Review Invoices and Confirm Work Completion with Site Staff; Payment Check Review and Printing</li><li>Accounts Receivable: Issue Invoices to Customers</li><li>Coordinate travel plans, including meeting scheduling and itinerary, and material preparation.</li><li>Coordination of Weekly Office Meeting &amp; Construction Meeting</li><li>Exercise good judgment in a variety of situations, with strong written and verbal communication, and administrative and organizational skills.</li><li>Maintain appropriate confidentiality of information and decisions made within the office.</li><li>Create meeting briefs and other documents/correspondence, Excel spreadsheets, and PowerPoint presentations, and other collateral material as needed.</li><li>Perform other administrative functions as assigned such as but not limited to attending public events, responding to information requests, archiving documents, serve in special projects, and facilitating procurement processes.</li><li>Tracking of Human Resource Details &ndash; Paid Time Off, Sick Days, etc.</li><li>Event Planning and Marketing Coordination</li></ul>Qualifications<ul><li>Proven experience in office management or administrative support roles with real estate experience preferred.</li><li>Strong computer literacy with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and data entry skills.</li><li>Excellent organizational skills with the ability to prioritize tasks effectively and manage time efficiently.</li><li>Demonstrated customer service skills with professional phone etiquette and interpersonal communication abilities.</li><li>Knowledge of bookkeeping processes using QuickBooks or similar accounting software is beneficial. Join us to be part of an energetic team dedicated to excellence! This position offers an engaging work environment where your organizational talents will shine while supporting leadership in achieving their goals. We value proactive individuals who bring enthusiasm and precision to every task&mdash;help us keep our office running smoothly while advancing your career!</li></ul>Pay: $24.27 - $28.23 per hourPeople with a criminal record are encouraged to applyWork Location: In person

Executive Administrative Assistant

Everyday Sign Guys

Job Summary We are seeking a dynamic and highly organized Personal Assistant to provide exceptional administrative support to our executive team. This role is vital in ensuring smooth day-to-day operations, managing schedules, coordinating projects, and handling a variety of clerical tasks with professionalism and efficiency. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills to facilitate seamless office functioning and executive support.Duties<ul><li>Manage and maintain complex calendars using Microsoft Outlook Calendar and Google Workspace, scheduling meetings, appointments, and events with precision.</li><li>Coordinate travel arrangements, including booking flights, accommodations, transportation, and preparing detailed itineraries.</li><li>Provide comprehensive executive administrative support such as drafting correspondence, proofreading documents, and transcribing meetings or notes.</li><li>Organize and oversee office management tasks including filing, data entry, document management via DocuSign, and maintaining office supplies inventory.</li><li>Handle multi-line phone systems with professional phone etiquette, screen calls, and direct inquiries appropriately.</li><li>Assist with event planning for corporate meetings, team-building activities, or client events from inception to execution.</li><li>Support bookkeeping activities using QuickBooks for invoicing, expense tracking, and basic bookkeeping duties.</li><li>Facilitate project coordination by tracking deadlines, preparing reports, and ensuring timely completion of tasks.</li><li>Maintain confidentiality of sensitive information while providing exceptional customer service to internal teams and external clients.</li></ul>Qualifications<ul><li>Proven experience as a Personal Assistant or in an administrative role with at least several years of office management experience.</li><li>Strong organizational skills with the ability to multitask efficiently in a fast-paced environment.</li><li>Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications, and data entry tools.</li><li>Excellent typing speed combined with transcription and proofreading skills for accurate document preparation.</li><li>Familiarity with office equipment such as multi-line phone systems and front desk procedures.</li><li>Experience with project coordination tools and calendar management software like Microsoft Outlook Calendar.</li><li>Knowledge of QuickBooks for bookkeeping tasks is highly desirable.</li><li>Exceptional communication skills with professional phone etiquette and customer service orientation.</li><li>Ability to handle confidential information discreetly while demonstrating strong organizational skills and attention to detail. Join our team as a Personal Assistant if you&rsquo;re eager to contribute your organizational talents in a lively environment that values proactive support and professional growth!</li></ul>Job Type: Part-timePay: $14.00 - $30.00 per hourBenefits:<ul><li>Flexible schedule</li></ul>Work Location: Hybrid remote in Houston, TX 77005

Personal Assistant

TH Professional Inspections PLLC

Overview We are seeking a dynamic and highly organized Personal Assistant to support executive leadership and streamline daily operations. This role offers an exciting opportunity to work in a fast-paced environment where your proactive approach, exceptional organizational skills, and attention to detail will make a significant impact. As a key member of our team, you will manage schedules, coordinate projects, and handle a variety of administrative tasks with professionalism and enthusiasm. The ideal candidate is energetic, resourceful, and thrives on multitasking while maintaining a positive attitude.Duties<ul><li>Manage complex calendars using Google Calendar, scheduling meetings, appointments, and events efficiently</li><li>Provide executive administrative support by send appointment confirmations &amp; reminders while handling with accuracy and attention to detail, very minimal errors</li><li>Handle phone etiquette professionally across multi-line phone systems and respond promptly to inquiries from clients, vendors, and team members</li><li>Organize files, maintain records, and oversee document management using tools like DocuSign for electronic signatures</li><li>Assist with event planning for company meetings, conferences, or social gatherings from start to finish</li><li>Perform data entry and bookkeeping tasks utilizing QuickBooks and other office management software to ensure accurate financial records</li><li>Support project coordination efforts by tracking deadlines, following up on action items, and collaborating with team members to meet objectives</li></ul>Requirements(ENGLISH/SPANISH BILIGUAL) REQUIRED<ul><li>Proven experience as a Personal Assistant or in an administrative support role with office management responsibilities</li><li>Strong organizational skills with the ability to prioritize tasks effectively in a fast-paced environment</li><li>Excellent typing speed combined with proofreading and transcription skills for accurate document preparation</li><li>Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications, and data entry tools</li><li>Exceptional communication skills with professional phone etiquette across multi-line systems</li><li>Demonstrated ability to handle confidential information discreetly and maintain professionalism at all times</li><li>Experience in event planning, project coordination, clerical work, filing systems, front desk duties or customer service is highly desirable</li><li>Bilingual required</li></ul>Join us as a Personal Assistant if you&rsquo;re eager to contribute your organizational expertise in a lively environment that values proactive problem-solving. Your dedication will support our leadership team&rsquo;s success while providing you with opportunities for growth in office management and administrative excellence.Email thprofessionalinspections@gmail.comJob Type: Full-timePay: From $125.00 per weekWork Location: Hybrid remote in Houston, TX 77002

Explore 73+ Executive assistant in Houston this April. Find roles across top companies and apply now to boost your career.

73 executive assistant jobs In Houston

Executive Assistant

Executive Assistant

Sr. Executive Assistant

Executive Assistant - Client Advisory

Executive Administrative Assistant

Personal Assistant

Personal Assistant