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Strategic Office Support · 3 days ago

Executive/Personal Assistant

Houston, TX

Full-time

Onsite

Mid, Senior Level

Strategic Office Support is experiencing explosive growth and is seeking an Executive/Personal Assistant to support the CEO and President. This role involves managing calendars, organizing meetings, and handling both executive and personal tasks to ensure the leaders can focus on driving the business forward.

Health CareManagement ConsultingProfessional ServicesStaffing Agency

Responsibilities

Manage calendars with precision, ensuring seamless scheduling of business meetings, travel, personal appointments according to executive's preferences

Proactively plan and organize calendars 3 months in advance

Anticipate the executive's needs by identifying potential conflicts and proactively updating stakeholders

Fast respond time and responds to CEO and Present within seconds to 2 minutes during normal business hours

Prepare and refine reports and documents with meticulous attention to detail

Prepare executives for meetings by providing agendas, background information, and necessary materials

Act as a gatekeeper and facilitator to protect the executive's time while maintaining accessibility for key stakeholders

Actively monitor, categorize, and act on CEO and President'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

Attend all group meetings with/for executives and take notes, as needed

Coordinate daily tasks and follow-ups within the company

Handle vendor, client and personal friend/family inquiries and correspondence with professionalism, balancing clarity and empathy in responses

Represent the executive professionally in interactions with guests, vendors, partners, and internal teams

Handle personal matters and errands

Manage dry cleaning, mail, packages, and package returns as necessary

Assist with social media video filming and social media management

Coordinate and track progress on strategic initiatives, ensuring deadlines are met

Provide clear instructions to stakeholders on behalf of the executives

Follow up on action items and maintain accountability

When working on a long-term project, ensure project management software (Monday.com and StrategyX) is updated with the most current information by EOD

Self-manage due dates in StrategyX according to the executives' priorities

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

Special projects as assigned

Qualification

Executive SupportProject ManagementCalendar ManagementTechnological ProficiencyAttention to DetailProactive AttitudeOrganizational SkillsTime Management

Required

Must live in Houston, Texas

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

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

A proactive attitude and willingness to take on new challenges

Exceptional attention-to-detail and diligence to deliver on promises

Preferred

Experience as a personal assistant is a plus

Technologically proficient. Experience with project management, Monday.com, HubSpot and Social Media Channels (YouTube, Instagram, LinkedIn) is a plus