Executive/Personal Assistant

We're hiring an Executive/Personal Assistant! As the Executive/Personal Assistant to our CEO (Steve Cela) and Sales Director (Sarah Newby), you'll directly contribute to the explosive growth of Strategic Office Support.

MUST LIVE IN HOUSTON, TEXAS

Role:

Join the momentum at Strategic Office Support, where our explosive growth is fueled by our commitment to always deliver on our promises. We're on the hunt for a passionate and detail-oriented Executive/Personal Assistant to be the right-hand to our CEO and our Sales Director. If you're (1) committed to going above-and-beyond, (2) excited by varying projects with no day looking the same, and (3) love working with a tight-knit team, this role may be for you.

As the Executive/Personal Assistant to our Houston-based Leadership, you'll be at the heart of SOS. Recognized on the Inc. 5000 List of Fastest Growing Companies, SOS has experienced 1192% growth over the last 3 years. Your mission: to pave the way for continued growth of SOS.

Time is the most valuable resource for our CEO and Director. In this role, your support with executive and personal tasks is essential, allowing the executives to concentrate fully on driving the business forward. You will serve as one of the primary gatekeepers to the company's CEO and Sales director (two individuals).

If you thrive in a fast-paced setting and if you want real experience growing a company, this is your chance to make your next big career move!

Responsibilities:

• Manage calendars with precision, ensuring seamless scheduling of business meetings, travel, personal appointments according to executive's preferences (subject to change)
• Proactively plan and organize calendars 3 months in advance.
• Anticipate the executive's needs by identifying potential conflicts and proactively updating stakeholders.
• When working on a long-term project, ensure Monday.com is updated with the most current information by EOD
• Prepare and refine reports and documents with meticulous attention to detail
• Prepare executives for meetings by providing agents, background information, and necessary materials.
• Act as a gatekeeper and facilitator to protect the executive's time while maintaining accessibility for key stakeholders.
• Monitor CEO and Director's emails
• Draft, proofread, and edit correspondence on behalf of the executive with impeccable accuracy and tone
• Ensure written communication is clear, concise, accurate, and free of grammar errors
• Responds to CEO and Director in Teams within seconds to 2 minutes during normal business hours.
• Attend all group meetings with/for executives and take notes, as needed
• Handle vendor, client and personal friend/family inquiries and correspondence with professionalism, balancing clarity and empathy in responses
• Plan and manage complex travel arrangements, ensuring logistics run flawlessly
• Ensure travel is booked well in advance and reservations are confirmed and reconfirmed
• Organize events, meetings, and off-sites while maintaining a commitment to high standards
• Handle personal matters and errands
• Manage dry cleaning, mail, packages, and package returns as necessary
• Assist with CRM (HubSpot) maintenance
• Assist with social media video filming and social media management
• Coordinate daily tasks and follow-ups within the company
• Special projects as assigned

Requirements:

• Must be available to work in person Monday-Friday
• Willing to be on-call, as needed
• Willing to be available outside of "working hours"
• Proven track record as an Executive Assistant or in a similar high-level support role in a fast-paced, growing organization such as Chief of Staff, Operations Manager, or General Manager in a smaller business
• Experience as a personal assistant is a plus
• Occasional travel to events and meetings as needed, may include international travel
• Strong project coordination skills with the ability to multi-task effectively
• Strong organizational and time management skills; Process-driven
• Ability to thrive in a dynamic and fast-paced work environment, adapting to changing priorities and demands.
• Technologically proficient. Experience with HubSpot and Social Medial Channels (YouTube, Instagram, LinkedIn) is a plus
• A proactive attitude and willingness to take on new challenges
• Exceptional attention-to-detail and diligence to deliver on promises

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• On call

Work Location: In person