Executive Administrative Assistant

PAC/MTX - HQ
8824 Fallbrook Dr
Houston, TX 77064, USA

• Provide confidential administrative support to senior executives and leadership team members.
• Attend leadership meetings to take meeting notes, document follow-up actions, and manage scheduling of subsequent discussions.
• Help execute and coordinate follow-up activities after leadership meetings, ensuring accountability and continuity.
• Consolidate global KPIs and prepare reports and presentation content for leadership reviews.
• Assist with project support related to acquisitions, including communications, notifications, and coordination with stakeholders regarding leases, permits, etc.
• Create and support PowerPoint presentations, Excel analysis, and other materials for leadership updates, AOP meetings, and corporate or employee presentations.
• Leverage AI and other advanced tools to support productivity, automation, and efficiency across administrative tasks.
• Act as a technology resource to help streamline internal workflows.

• Coordinate off-site meetings (e.g., venues, hotels, catering, invitations).
• Organize all-employee meetings: schedule invites, arrange breakfast and refreshments, IT setup, and post-event surveys.
• Order meals for production staff and meetings (e.g., Seth).
• Coordinate and execute internal events (e.g., Blood Drive, Veteran’s Day Breakfast, Thanksgiving Luncheon).

• Prepare and submit expense reports.
• Create and submit Pcard forms with receipts.
• Order non-stock office supplies and flowers for employee occasions (e.g., funerals, new baby, get well).
• Manage Visas and Passport renewals.
• Act as an on-site notary when required.

• Maintain and submit CERs through Docu Sign.
• Upload and manage contracts in Ironclad; send templates to partners and submit for review/signing.
• Assist with special projects related to contract or procedural updates.

• Update organizational charts and HR slides (e.g., new hires, promotions, anniversaries).
• Handle new hire processes: send training agendas, job descriptions, organizational announcements, and calendar reminders for 30-60-180-day reviews.
• Send 30-60-180 Day Review surveys via Qualtrics.
• Submit and manage Service Award documentation and purchases.
• Maintain the United Airlines Corporate Program.

• Send internal communications: meeting reminders, announcements, and updates.
• Serve as the point of contact for arranging internal logistics and communications across departments.

• High school diploma or equivalent;
  Associate’s or Bachelor’s degree preferred.
• Minimum 3 years of administrative experience supporting multiple teams or departments.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with Docu Sign, Ironclad, and Qualtrics is a plus.
• Strong organizational skills and attention to detail.
• Ability to handle confidential information with discretion.
• Excellent verbal and written communication skills.
• Customer-service orientation and ability to interact professionally with all levels of staff and external contacts.

• Prior experience supporting HR or People Operations functions.
• Event planning or coordination experience.
• Knowledge of basic accounting principles (for expense reports, Pcard forms).
• Certification as a Notary Public.

WORKING CONDITIONS:

The noise level in the work environment is moderate (office) to loud (production area).

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The position requires frequent sitting and occasional standing and walking, stooping and reaching/working overhead. The employee must occasionally move/lift up to 25 lbs. Average hearing and vision is required.

Disclaimer:
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. EOE/AA/M/F/Vet/Disability

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.