Executive Administrator

This position is located in the Houston office at 777 Post Oak Blvd (Galleria area) and is full time in office.

 Job Summary:

The Executive Administrator is at the forefront of our fast-paced environment, managing constant growth and changes with flexibility and efficiency. This role requires adeptness at multitasking, prioritizing sensitive matters, and performing assigned duties efficiently and effectively. Must be capable of supporting C-level and senior-level executives and their teams. You'll need to be self-motivated, capable of working independently and proactively, while also fostering collaborative relationships within the organization. Experience working with executives in dynamic, ever-changing environments is essential.

Job Responsibilities:

• Maintain multiple calendars, schedule appointments, set up conference calls and prepare itineraries as needed, cater to specific needs of executives
• Facilitate travel arrangements for key personnel, including booking flights, hotels, transportation, and managing travel itineraries.
• Manage organization charts and key distribution lists, ensuring accuracy and accessibility.
• Process department invoices and check requests through Accounts Payable, maintaining accurate records and ensuring timely payments.
• Handle confidential information with discretion and maintain a high level of confidentiality at all times.
• Assist in the preparation of presentation materials, ensuring accuracy and professionalism.
• Support meeting preparation, including booking conference rooms, scheduling conference calls, and coordinating catering as needed.
• Oversee day-to-day office operations, including supplies, vendor management, and facilities coordination.
• Assist human resources with new hire administrative needs and office setup, and intern program support.
• Coordinate office events, holiday celebrations, and internal team meetings, ensuring smooth execution and a positive experience for all participants.
• Perform general administrative tasks such as shipping packages, copying, scanning, supply ordering, and mail distribution.
• Demonstrate a deep understanding of internal office functions, including planning, organizing, directing, coordinating, and communicating effectively.

  Required Job Skills & Qualifications:

• High school diploma or equivalent

Preferred Job Skills & Qualifications:

• 5+ years of experience and/or training in administrative roles.
• Strong adaptability, interpersonal skills, and organizational abilities.
• Proficiency in written and verbal communication, with excellent listening and editing skills.
• High proficiency with Microsoft Office Suite
• Resourcefulness and strategic planning capabilities to anticipate and address challenges effectively.
• Bonded Notary certification preferred but not required.

Equal Opportunity Employer:
We are an equal opportunity employer and value diversity in our workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability.