Executive Assistant

Executive Assistant

Our client is seeking a highly organized, resourceful, and proactive Executive Assistant to provide comprehensive support to a high-profile executive overseeing multiple business entities. This is a fast-paced role requiring exceptional organizational skills, sound judgment, discretion, and the ability to manage both complex corporate responsibilities and confidential personal matters. The ideal candidate thrives in a dynamic environment, can anticipate executive needs, successfully manages competing priorities, and remains composed under pressure.

This position requires a high level of professionalism, flexibility, and responsiveness, as executive needs may occasionally arise outside of traditional business hours.

Key Responsibilities

• Provide high-level administrative support to a senior executive managing multiple businesses and investments.
• Manage complex calendars, coordinate appointments, prioritize scheduling conflicts, and organize executive meetings.
• Arrange domestic and international travel, including flights, hotels, ground transportation, itineraries, and travel documentation.
• Prepare presentations, reports, meeting agendas, briefing materials, and executive correspondence.
• Attend meetings when requested, document action items, and ensure timely follow-up on key initiatives.
• Handle confidential and highly sensitive information with discretion and professionalism.
• Anticipate executive needs and proactively resolve scheduling and administrative challenges.

Financial Administration

• Prepare, review, and reconcile high-volume executive expense reports.
• Review and reconcile corporate credit card statements, ensuring accuracy, proper coding, and timely submission.
• Assist with invoice processing, vendor coordination, budget tracking, and financial documentation.
• Maintain organized financial records while ensuring compliance with company policies.

Business Operations

• Coordinate communication between executive leadership, internal departments, business partners, vendors, and external stakeholders.
• Support cross-functional projects and monitor deadlines to ensure timely completion.
• Assist in developing and improving administrative processes to increase operational efficiency.
• Maintain organized electronic and physical filing systems and business records.

Personal Executive Support

• Provide confidential personal assistance with scheduling, appointments, and lifestyle management.
• Coordinate personal calendars, properties, vendors, family-related logistics, and other personal administrative responsibilities.
• Manage sensitive personal matters with professionalism, diplomacy, and complete confidentiality.
• Balance corporate and personal priorities while maintaining exceptional organization and responsiveness.

Office & Project Coordination

• Coordinate executive meetings, company events, and special projects.
• Assist with onboarding coordination and administrative support for new employees.
• Maintain project documentation and monitor follow-up activities.
• Identify opportunities to improve executive support processes and administrative workflows.

Qualifications

• Bachelor's degree in Business Administration, Management, Finance, or related field preferred.
• Bilingual in Spanish (read, write, and speak) preferred.
• Significant experience supporting C-suite executives or senior leadership.
• Experience providing both executive business support and confidential personal assistant support is highly preferred.
• Extensive experience with domestic and international travel coordination.
• Strong background in executive expense reporting, credit card reconciliation, budgeting, and financial administration.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint.
• Experience using ERP, accounting, or expense management systems such as Net Suite is preferred.
• Outstanding organizational, analytical, and problem-solving abilities.
• Excellent verbal and written communication skills.
• Ability to prioritize multiple projects in a fast-paced environment while maintaining exceptional attention to detail.
• Demonstrated professionalism, discretion, integrity, and sound judgment.

Core Competencies

• Executive-level administrative support
• Corporate and personal executive assistance
• Calendar management
• Domestic and international travel coordination
• Executive expense reporting and reconciliation
• Financial administration
• Project coordination
• Process improvement
• Vendor management
• Confidential information management
• Organizational and time management
• Communication and relationship management
• Adaptability and initiative
• Multitasking in a fast-paced environment

Work Environment

• Full-time onsite position in West Houston.
• No travel is required for this role.
• Position requires flexibility and the ability to respond to changing priorities in a fast-paced executive environment.
• Must possess a high degree of professionalism, resilience, and the ability to work effectively with a demanding executive while maintaining exceptional customer service and discretion.

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