A leading manufacturing company is seeking an Executive Administrative Assistant to provide comprehensive support for the department's operations. The ideal candidate is organized, detail-oriented, and experienced in managing high-level administrative tasks. Working collaboratively, the new team member will enhance operational efficiency by coordinating schedules, maintaining confidential records, and handling diverse administrative responsibilities while supporting special projects and fostering effective communication across the organization.

• Salary: $65,000-$75,000

Location: Houston, TX 77095

Type of Position : Temp-to-Hire

Responsibilities:

• Work with the Chief Technology Officer to understand the executive's goals and objectives to effectively anticipate deliverables and follow up when necessary.
• Maintain the calendar for the CTO, being attentive to priorities and optimal use of the executive's time. The calendar should be managed with a two-to-three-week view that is coordinated with the COS.
• Proactively manage the CTO’s extremely busy calendar with an awareness as to purpose, timeliness, participation and business rationale for meetings and events; minimize juggling of last-minute requests/demands and shuffling of meetings.
• Provide a bridge for smooth communication between the CTO’s office and internal departments; demonstrate leadership to maintain credibility, trust, and support with senior management staff such as CEOs, presidents, senior vice presidents and chiefs.
• Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Prepare daily pre-reads and meeting material with the CTO.
• Ensure that proper preparation of materials and files is available for each day's meetings and events.
• Arrange video conferences/teleconferences including tech support for all meetings. When the CTO is joining a video conference, the EA should be available in case there are technical issues that need to be troubleshooted.
• Prepare and file travel expenses, as well as manage relationships with vendors, track expenses and ensure departmental bills are sent to AP.
• Plan and coordinate travel, arrange flights, hotel, and car service reservations. Prepare a detailed travel itinerary prior to each trip. Schedule and organize complex activities such as meetings, travel, conferences, and department activities for all members of the department.
• Answer phones for CTO, take messages or fields/answers for all routine and non-routine questions, and draft written responses or reply by phone or e-mail when necessary. Respond to regularly occurring requests for information.
• Work independently and within a team on special non-recurring and ongoing projects. Act as project manager for special projects, at the request of the CTO, which may include planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating board decks.
• Type and design general correspondences, memos, charts, tables, graphs, business plans, etc. Proofread copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Perform all other duties as assigned.

Requirements:

• Five or more years of experience as an executive assistant, supporting C-Suite executive
• Experience with database systems
• Must be proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and the Google Suite of products
• Strong attention to detail
• Proven ability to handle confidential information
• Knowledgeable about how large corporation’s work
• Excellent writing skills
• Demonstrates clear and effective communication skills
• Maintain confidential information with superior judgment and discretion
• Ability to manage multiple projects and people simultaneously
• A positive, problem-solving attitude
• Bachelor’s degree/ Project Management experience

Due to the high volume of applications we typically receive, we regret that we are not able to personally respond to all applications. However, if you are invited to take the next step in the process, you will typically be contacted within one week of submitting your application.