Executive Assistant​/Office Coordinator - Galleria Area

EXECUTIVE ASSISTANT / OFFICE COORDINATOR - Houston Galleria Area

POSITION SUMMARY

The Executive Assistant / Office Coordinator provides high-level administrative support to executive and senior team and ensures smooth day-to-day operations. This role directly supports the senior leadership team. In addition to executive support, this role provides ongoing administrative and operational support to a team of 10-12 employees, enabling productivity, coordination, and execution of business priorities. This position requires a strong ability to exercise good judgment in a variety of situations.

The ideal candidate will be a proactive problem solver, possess exceptional communication skills, meticulous attention to detail, and be able to balance multiple competing priorities of great importance in a fast-paced environment. Because we are very small currently, the CEO is highly integrated in activities and often is the decision-maker in addition to the COS or Head of Investments. Beyond the CEO, however, the environment is non-hierarchical and highly collaborative where everyone wears many hats.

ESSENTIAL FUNCTIONS

Team Support and Office Operations

• Provide day‑to‑day administrative and operational support to a team of 10-12 employees.
• Coordinate executive management calendars, meetings, and logistics, including agendas, materials, notes, and follow‑up actions.
• Serve as the primary point of contact for team administrative needs, questions, and process guidance.
• Support onboarding and offboarding activities, including coordination of schedules, access, documentation, and logistics.
• Assist team members with travel coordination, conference and event coordination, and expense reporting, as applicable.
• Maintain shared team resources, documentation, trackers, and process guides to ensure consistency and efficiency.
• Track and follow up on team action items and commitments to ensure timely completion.
• Proactively identify operational gaps or inefficiencies impacting the team and recommend improvements.

Calendar/Event Management:

• Strategically manage the senior team’s schedules. This will often require fluid reprioritization, independent decision-making and coordination with multiple stakeholders, and rearranging appointments as appropriate in accordance with priority.
• In close collaboration with executive leadership, maintain a longer-term strategic calendar of major upcoming events, travel, and forward-looking priorities. Ensure executive leadership team is well informed of upcoming commitments and responsibilities and following up appropriately.
• Ensure cadence and scheduling of employee meetings, monthly business review meetings, Board meetings, etc.

Travel Facilitation:

• Arrange complex domestic travel plans – submit travel authorization requests, develop itineraries, book flights and hotels, handle ground transportation arrangements, reserve meeting facilities, acquiring necessary travel documents and any other necessary arrangements.
• Manage executive expenses and prepare monthly expense reports.

Communication Support:

• Work effectively with people of varied cultures and diversity.
• Keeping in mind the company reputation, it always exhibits pleasant public demeanor and etiquette.
• Provide a bridge for smooth communication between the team and internal businesses / employees, the team and board, and team and third-party vendors and consultants.
• Draft and prepare correspondence for important organizational announcements, routine correspondence, emails, memorandums, meeting minutes, meeting briefings, and company presentations. Review the documents for completeness and accuracy with attention to detail.
• As needed, distribute company documents for necessary approval and signature
• Communicate across multiple technical platforms.
• Draft and distribute company announcements to the employee population utilizing company’s preferred method of communication.
• Assist with communication on business related social media accounts, or online platforms as needed.

Meeting Facilitation:

• Provide support for Board meetings by working with key players to gather all necessary information and ensuring executive management is aware in reasonable advance of…