Executive Assistant

We are looking for an Executive Assistant to provide high-level administrative support to senior leadership and key members of the Institutional Group in Houston, Texas. This contract position is ideal for someone who thrives in a fast-moving environment, can manage frequent scheduling changes, and brings exceptional organization and discretion to daily operations. The role will play an important part in keeping executive calendars, travel, meetings, and department activities running efficiently while supporting a detail-focused and responsive office environment.

Responsibilities:
• Manage complex executive calendars with frequent changes, coordinating appointments, meetings, and conference calls while ensuring priorities are handled efficiently.
• Arrange meeting logistics from start to finish, including agenda preparation, room scheduling, and coordination of catering or other onsite needs.
• Maintain and update client and contact records within CRM platforms such as Salesforce, ensuring information remains accurate and accessible.
• Coordinate domestic and international travel plans in alignment with company guidelines, including itinerary planning and related logistics.
• Prepare and submit electronic expense reports in accordance with internal policies, resolving issues as needed to support timely processing.
• Support the planning and execution of client events, conferences, and internal gatherings, and assist onsite when event coordination is required.
• Create reports, spreadsheets, and other administrative documents while contributing to special projects and ad hoc assignments for leadership.
• Provide general office support by handling mail, supplies, invoices, visitor reception, incoming calls, filing systems, and basic office equipment troubleshooting.
• Handle sensitive business and client information with a high level of discretion and confidentiality while coordinating with internal teams on daily operational matters.
• Assist with onboarding logistics, office-related coordination, and communication with building management regarding maintenance, moves, vendor access, and site support needs.

Qualifications:

• Proven experience providing administrative support to senior executives or leadership teams in a fast-paced business environment.
• Strong calendar management skills with the ability to handle a high volume of meeting requests and shifting priorities throughout the day.
• Demonstrated experience coordinating domestic and international travel arrangements and managing related logistics.
• Background in preparing and processing expense reports with strong attention to policy compliance and accuracy.
• Proficiency with Microsoft Office applications, including Excel, Word, and Outlook, along with experience using CRM systems such as Salesforce.
• Excellent written and verbal communication skills with the ability to interact professionally with executives, clients, and internal partners.
• Strong organizational skills, attention to detail, and the ability to manage confidential information with discretion.
• Ability to work independently, provide backup support to team members, and maintain efficiency across multiple administrative responsibilities.

Compensation

$28.00-$35.00 Hourly

About Us

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