Executive Assistant – Resolute Solutions

About Us

Resolute Solutions is a Houston-based company providing top-tier IT services on national security critical US Department of Defense projects. Our clients appreciate our “boots on the ground” approach to understanding their needs and our relentless commitment to delivering results. We have two major divisions – Talent and Federal Services. We execute projects globally and have offices in Houston and Bogota.

Job Overview

We are seeking a highly organized and proactive Executive Assistant to support our executive team. This role will be pivotal in ensuring the smooth operation of our executive office, allowing our leaders to focus on strategic initiatives. The primary responsibility of the Executive Assistant is to proactively take accountability for and drive tasks to completion, allowing the executive team to maximize their attention and effectiveness at the strategic level of the business. The ideal candidate will possess excellent administrative skills, a strong attention to detail, and the ability to manage multiple priorities efficiently. This is an opportunity for accelerated professional development via back-stage access to strategic decision making and execution. Resolute is growing fast, and this is an opportunity to couple your professional growth to the company’s growth.

Key Responsibilities

• Executive Support: Empower senior leadership through proactive, high-level administrative support, including managing schedules, arranging meetings, preparing agendas, and taking minutes.
• Front Desk Visitor Support: While we don’t frequently have visitors, greet the occasional visitor and any of our team members to the office with a smile and make them feel supported and welcome.
• Communication Management: Act as the primary point of contact between executives and internal/external stakeholders. Handle all communications professionally and ensure timely responses - inclusive of inbound phone calls and email.
• Document Preparation: Prepare and edit correspondence, reports, presentations, and other documents as needed. Ensure all documents are accurate and professionally presented.
• Calendar Management: Maintain and manage complex executive calendars, including scheduling and coordinating appointments, meetings, and travel itineraries.
• Travel Coordination: Arrange travel plans for executives, including booking flights, accommodations, and transportation. Coordinate activities, prepare detailed itineraries, and handle any travel-related issues that arise.
• Office Management: Coordinate and support the establishment of new Houston office. Oversee office operations, including maintaining supplies, coordinating maintenance, and ensuring a professional and efficient work environment.
• Emergency Actions: Build and take ownership of our in-office emergency actions plan ensuring we maintain a safe and productive work environment.
• Event Planning: Plan and coordinate company events, meetings, and conferences, managing all logistical details to ensure successful execution.
• Project Coordination: Assist with special projects, including research, data analysis, and preparation of project reports. Track project milestones and ensure deadlines are met.
• Expense Management: Track and reconcile executive expenses, ensuring accuracy and timely submission of expense reports.
• Confidentiality: Handle sensitive information with the utmost confidentiality and discretion.

Required Qualifications

• Experience: Minimum of 5 years of experience as an executive assistant or in a similar role supporting senior executives.
• Skills:
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to multitask and prioritize effectively.
• High attention to detail and accuracy.
• Discretion and confidentiality in handling sensitive information.
• Education: Associate’s degree required. Bachelor’s degree in business administration, communications, or a related field preferred.

Required Attributes:

• Great Attitude: Resilient and positive disposition.
• Adaptability: Ability to work in a fast-paced environment and adapt to changing priorities.
• Problem-Solving: Strong problem-solving skills and the ability to think critically and proactively address issues.
• Professionalism: Professional demeanor and the ability to interact effectively with high-level executives and stakeholders.
• Team Player: Collaborative attitude and the ability to work effectively as part of a team.

Benefits

• Growth Opportunities: Join a fast-growing team with opportunities for professional development and career advancement.
• Competitive Salary: Competitive compensation package commensurate with experience and qualifications.
• Comprehensive Benefits: Healthcare reimbursement plan.
• Work-Life Balance: Unlimited PTO policy.

Location/Travel: This position is based in our Houston office (Westchase - Westpark Tollway and Beltway 8, west of the Galleria), with regular office hours from Monday to Friday, 8 am to 5 pm. Limited travel may be required for specific events or meetings.

Special Preference: Special preference will be granted for applicants that meet the job requirements and for individuals who reside in a HUBZone (based on the address on your driver's license). Check the map here: HUBZone Map.

Equal Employment Opportunity Statement

We are an Equal Opportunity Employer. We believe that no one should be discriminated against because of their differences, such as age, disability, ethnicity, gender, gender identity and expression, religion, or sexual orientation. All employment decisions shall be made without regard to age, race, creed, color, religion, sex, national origin, ancestry, disability status, veteran status, sexual orientation, gender identity or expression, genetic information, marital status, or any other basis as protected by federal, state, or local law. We are committed to providing veteran employment opportunities to our service members.