Executive Assistant - Operations

IN-PERSON – HOUSTON, TX.

Houston First recognizes and appreciates the importance of cultivating an environment that nurtures talent; that is equitable and values different perspectives and backgrounds; and, above all, is respectful to everyone. Our Mission is to create value and enhance economic prosperity by promoting the Houston region.

We’re seeking a proactive, resourceful Executive Assistant who thrives in a fast-paced environment and brings exceptional time management and organizational skills. In this role, you will assist our Chief Operating Officer (COO) and Senior Vice President & General Manager (SVP) in delivering high-level administrative support that keeps operations running smoothly.

• Manage complex calendars, reports, and communications with precision, acting as liaison across teams to keep day-to-day operations running smoothly and professionally.

☒ This position has no supervisory responsibilities.

• Provides executive support in a one-on-one working relationship reporting directly to the Chief Operating Officer (COO) and Senior Vice President (SVP).
• Manages a wide spectrum of complex assignments requiring analysis, innovation, and independent judgment;
  Manages sensitive matters with a high level of confidentiality and discretion.
• Exercises good judgment in diverse situations and maintain a realistic balance among multiple priorities.
• Oversees special projects; produces documents, agendas, charts, budgets, reports, and presentations.
• Responds to emails/texts/calls, with contact outside normal business hours.
• Schedules and coordinates internal and external meetings; resolves scheduling issues.
• Effectively manages COO’s and SVP’s calendar, schedule, contacts, and itinerary.
• Coordinates all aspects of travel for executives; from booking transportation and lodging to reconciling travel expenses for COO and SVP.
• Assists Executives with special projects, meeting coordination, etc.
• Coordinates COO’s and SVP’s involvement with Board of Directors meetings, Committee meetings, Staff meetings, and Special Meetings as assigned.
• Drafts and prepares correspondence for internal and external announcements, various meetings, and industry colleagues and organizations.
• Screens phone calls and responds to inquiries or routes them to the proper person.
• Organizes mail and emails, flagging important items; maintain and organize files.

• Bachelor’s Degree in Business Administration, or related field.
• 5+ years of experience as an Executive Assistant to a “C” level executive, required.

• Strong computer skills – Microsoft Office (Word, Excel, PowerPoint, Outlook), quickly learning and managing industry booking software, reporting programs, database management, etc.
• Professional communication both verbal and written.
• Able to keep confidential information confidential.
• Strong interpersonal skills.
• Efficient organizational skills.
• Able to manage very minute details of a project or task.
• Able to work with little or no supervision.
• Strong written and verbal communication, administrative and organizational skills.
• Excellent time management skills; proven ability to meet deadlines.
• Be creative, flexible and enjoy working within a fast-paced office environment.

No major sources of discomfort; essentially normal office environment with acceptable lighting, temperature, and air conditions.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.