Executive Assistant to President/COO
Listed on 2026-02-18
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Administrative/Clerical
Office Administrator/ Coordinator, Virtual Assistant/ Remote Admin, Business Administration, Administrative Management -
Business
Office Administrator/ Coordinator, Business Administration, Administrative Management
Whitestone REIT—a dynamic, growth-focused real estate investment trust is seeking a highly experienced and motivated Executive Assistant to support our President/Chief Operating Officer
. This is a high-visibility role central to enhancing organizational effectiveness and driving strategic initiatives across departments and regional offices.
We’re looking for a polished professional who is proactive, detail-oriented, and thrives in a fast-paced environment. The ideal candidate will be a trusted partner, capable of balancing complex administrative responsibilities with strategic support. This is a unique opportunity to contribute to both the operational success and personal efficiency of a key executive leader.
Key Responsibilities Executive & Administrative Support- Manage complex calendars and schedule meetings, calls, and events across time zones.
- Prepare detailed meeting agendas, coordinate materials, and follow through on action items.
- Serve as a coordinator between the President/COO and internal/external stakeholders.
- Monitor, draft, and manage emails and correspondence with accuracy and professionalism.
- Maintain strict confidentiality while managing sensitive corporate and personal information.
- Coordinate complex domestic and international travel: flights, accommodations, car rentals, and itineraries.
- Track and optimize travel rewards programs and corporate travel policies.
- Provide real-time travel support and logistics troubleshooting.
- Facilitate execution of strategic corporate initiatives and interdepartmental projects.
- Track and maintain project milestones and updates using tools such as Microsoft Office.
- Assist in event planning, including off‑sites, conferences, and corporate functions.
- Reconcile corporate credit card expense reports and code invoices for A/P submission.
- Assist with monitoring departmental budgets and resolving financial discrepancies in collaboration with finance as needed.
- Coordinate with vendors and suppliers for service agreements and procurement.
- Utilize Microsoft Office Suite and other platforms (e.g. Teams, Outlook) for efficient workflow.
- Stay current with project developments and suggest tools and technology to optimize team productivity.
- Handle personal errands, appointment coordination, and miscellaneous tasks to support the President & COO productivity.
- Manage mail, packages, and running errands as needed.
- 5+ years of experience supporting senior executives in a fast‑paced, growth‑oriented company.
- Exceptional communication skills—both written and verbal.
- High proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word)
- Excellent organizational and time management skills with the ability to juggle multiple responsibilities and adapt to shifting priorities.
- A proactive, resourceful, and solution‑oriented mindset with meticulous attention to detail.
- Availability to work on‑site Monday–Friday, with flexibility for occasional after‑hours and travel requirements.
Whitestone REIT is proud to foster a culture of innovation, collaboration, and integrity. If you're ready to contribute to a growing organization where your skills make a tangible impact, we invite you to apply and grow with us.
About Whitestone | Retail-Focused Real Estate Investment Trust
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