Executive Administrative Assistant

EXECUTIVE ADMINISTRATOR

Hybrid, must be able to commute 3 days a week to Cypress, TX.

ABOUT THE ROLE

We are seeking a highly organized and proactive Executive Administrator to provide comprehensive support across administrative, office management, operational, financial, and personal tasks. This role is crucial to ensuring the efficiency and effectiveness of our executive team by managing key functions such as scheduling, communication, travel coordination, and project assistance. The ideal candidate will be a detail-oriented problem solver with exceptional multitasking abilities and a commitment to professionalism and discretion. This position will report to the CRO.

CORE RESPONSIBILITIES

Administrative Support:

· Manage complex executive calendars, scheduling meetings, and resolving conflicts.

· Oversee email communications, filter priority messages, and draft responses as needed.

· Coordinate travel arrangements, including flights, accommodations, and itineraries.

· Confirm and prepare for meetings, ensuring all necessary materials are available.

· Organize and execute event planning and coordination.

· Assist with projects, research, and reporting as required.

· Conduct pre-screening of employee candidates and schedule interviews.

· Return phone calls and voicemails on behalf of executives.

Operational Support:

· Facilitate client intake processes and ensure a seamless experience.

· Assist in project coordination and management.

· Provide HR-related support, including onboarding assistance and documentation.

· Maintain and update CRM systems (HubSpot) to track key relationships and projects.

· Conduct industry research to support strategic initiatives.

· Generate and analyze reports to provide insights and recommendations.

· Assist in various project management and office management tasks with timely execution.

Financial Administration:

· Handle light bookkeeping duties and assist with financial organization.

· Compile and submit expense reports for executives.

· Manage billing disputes and coordinate resolutions.

· Send invoices and follow up on outstanding payments.

· Oversee select vendor management and relationships.

· Run and review financial reports as needed.

Personal Support:

· Purchase gifts and coordinate delivery for clients, partners, and personal events.

· Send personal cards and acknowledgments on behalf of executives.

· Schedule personal appointments, including medical, financial, and social engagements.

· Research and coordinate with vendors for personal and business needs.

· Assist in vacation planning, including accommodations, transportation, and itineraries.

REQUIRED QUALIFICATIONS

Education & Experience:

· Bachelor’s degree preferred.

· Minimum of 2 years of executive administrative experience, preferably supporting C-level executives.

· Demonstrated experience in handling confidential information with discretion.

Technical Skills:

· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management software.

· Experience with CRM systems and report generation tools.

· Strong understanding of project management principles and tools.

Professional Competencies:

· Excellent organizational and time management abilities.

· Strong written and verbal communication skills.

· High attention to detail and accuracy in all work.

· Ability to multitask and prioritize effectively in a fast-paced environment.

· Strong problem-solving skills and a proactive mindset.

· Professional demeanor with the ability to build and maintain relationships.

· Adaptability to changing priorities and ability to work independently.

· Commitment to maintaining confidentiality and exercising discretion.

This is an excellent opportunity for a dedicated and resourceful professional to play a pivotal role in supporting our executive leadership and company operations. If you thrive in a dynamic environment and are ready to make an impact, we encourage you to apply.