Executive Assistant Office Manager

At TalentWealth Recruiting, we help independent firms nationwide find top professionals for their teams. Our client in Houston, TX, is a well-established business consulting firm that has been operating for fifteen years. They work with prestigious companies in the financial services, legal, and private equity sectors and are currently seeking an Executive Assistant/Office Manager.

Position Overview:

The Executive Assistant / Office Manager is a critical member of the team. This individual will support the CEO by managing their calendar, preparing them for meetings, coordinating travel, and managing their professional, civic, leadership, and personal priorities. They will also provide administrative support to other members of the team, in addition to select office management duties (e.g., supply ordering, equipment tracking, and expense reporting for the team).

This is a full-time position with a hybrid work schedule. It will be in-person 3 days a week in central Houston; those days will vary depending on team needs. To protect each other and meet client requirements, all employees must be fully vaccinated for COVID-19.

Primary Duties & Responsibilities

• Preparing CEO for meetings, events, and other obligations by compiling reports and notes/key information from previous meetings and other relevant sources; finalizing meeting materials for distribution to attendees; ensuring any advance materials are delivered successfully to attendees, and performing other related tasks as requested
• Managing CEO’s priorities by meticulously tracking work streams and ensuring timely response and execution of follow-up tasks
• Supporting the CEO’s involvement in outside civic and leadership activities
• Working with the CEO and team to design and maintain standard operating procedures and to implement new technologies for the efficiency and efficacy of operations
• Project management and task tracking in the project management system
• Filing and office organization
• Creating and editing documents and PowerPoint presentations
• Supporting client-facing events
• Personal and professional travel management
• Office management (building liaison, ordering and cataloging office supplies, equipment tracking, expense reporting for team)
• Taking and transcribing notes
• Scheduling and confirming appointments
• Updating and maintaining a large contact database
• Completing additional tasks and special projects as needed

Requirements & Experience Profile:

Education, Knowledge, And Technical Skills:

• Bachelor’s degree
• Proficiency in Microsoft Office (Outlook, Word, PowerPoint, and Excel) (will be tested)
• Knowledge of LinkedIn, QuickBooks, and/or HubSpot would be a plus

Experience:

• 5 years of experience supporting C-level executives

Attributes:

• A hardworking self-starter with excellent judgment and the demonstrated ability to anticipate and resolve problems
• Consistent and productive. Able to develop and follow detailed processes
• Adaptable: enjoys doing work that requires frequent shifts in direction and can do so while maintaining impeccable attention to detail
• An avid learner who enjoys taking on new challenges and is comfortable with ambiguity
• A team player with a positive attitude who can build enduring relationships and assume responsibility
• An excellent listener and notetaker
• Willing to pitch in wherever needed on a team or project
• Eager to learn new technologies and savvy with the use of technology for internal processes and client work
• Strong grammar and communication skills – written and verbal (will be tested)
• Must exercise discretion and handle confidential information responsibly
• Comfort working in a small office environment and willing to work in central Houston
• Strong client service skills and professional demeanor
• Excellent time management and organization skills
• Open to receiving feedback in support of continuous improvement and does not take feedback personally

Other Requirements

• Proof of vaccination for COVID-19
• Authorized to work in the US
• Must pass a background check and provide verifiable references

Benefits Overview

• Compensation: Attractive compensation with annual bonus potential
• Vacation & Sick Leave: 20 days annually
• Retirement: Simple IRA with 2% company match
• Healthcare: Monthly healthcare stipend
• Work Schedule: Hybrid