Executive Assistant - Operations

IN-PERSON - HOUSTON, TX.

Houston First recognizes and appreciates the importance of cultivating an environment that nurtures talent; that is equitable and values different perspectives and backgrounds; and, above all, is respectful to everyone. Our Mission is to create value and enhance economic prosperity by promoting the Houston region.

We’re seeking a proactive, resourceful Executive Assistant who thrives in a fast-paced environment and brings exceptional time management and organizational skills. In this role, you will assist our Chief Operating Officer (COO) and Senior Vice President & General Manager (SVP) in delivering high-level administrative support that keeps operations running smoothly. 

• Manage complex calendars, reports, and communications with precision, acting as a liaison across teams to keep day-to-day operations running smoothly and professionally

SUPERVISORY RESPONSIBILITIES

• ☒ This position has no supervisory responsibilities 

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

• Provides executive support in a one-on-one working relationship reporting directly to the Chief Operating Officer (COO) and Senior Vice President (SVP)
• Manages a wide spectrum of complex assignments requiring analysis, innovation, and independent judgment; Manage sensitive matters with a high level of confidentiality and discretion
• Exercises good judgment in diverse situations and maintain a realistic balance among multiple priorities
• Oversees special projects; produce documents, agendas, charts, budgets, reports, and presentations
• Responds to emails/texts/calls, with contact outside normal business hours
• Schedules and coordinates internal and external meetings; resolve scheduling issues
• Effectively manages COO’s and SVP’s calendar, schedule, contacts, and itinerary
• Coordinates all aspects of travel for executives; from booking transportation and lodging to reconciling travel expenses for COO and SVP
• Assists Executives with special projects, meeting coordination, etc.
• Coordinates COO’s and SVP’s involvement with Board of Directors meetings, Committee meetings, Staff meetings, and Special Meetings as assigned
• Drafts and prepares correspondence for internal and external announcements, various meetings, and industry colleagues and organizations
• Screens phone calls and respond to inquiries or route them to the proper person
• Organizes mail and emails, flagging important items; maintain and organize files

EDUCATION AND EXPERIENCE

• Bachelor’s Degree in Business Administration, or related field
• 5+ years of experience as an Executive Assistant to a “C” level executive, required. 

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong computer skills – Microsoft Office (Word, Excel, PowerPoint, Outlook), quickly learning and managing industry booking software, reporting programs, database management, etc.
• Professional communication both verbal and written
• Able to keep confidential information confidential
• Strong interpersonal skills
• Efficient organizational skills
• Able to manage very minute details of a project or task
• Able to work with little or no supervision
• Strong written and verbal communication, administrative and organizational skills
• Excellent time management skills; proven ability to meet deadlines
• Be creative, flexible and enjoy working within a fast-paced office environment

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• No major sources of discomfort; essentially normal office environment with acceptable lighting, temperature, and air conditions.