Executive Assistant II

What The Role Is

The Executive Assistant (EA) II is a member of the Administrative Team and works closely with the Firm's Senior Management Team on day-to-day tasks relating to projects and other administrative support. The EA II will have the opportunity for training and development to further their knowledge and skill set in the area of Executive Support. This role is in-person and based in Houston, Texas.

How You will Make an Impact

Client Responsibilities

This job has responsibilities for interfacing with internal employees and the Firm's parent company. The EA II will communicate on behalf of the Senior Management Team they support with employees and the parent company by phone, email and during in-person office visits and strive to diffuse any possible conflict of scheduling or project timelines that may occur.

Team Responsibilities

Provides administrative support to the Firm's Senior Management Team; scheduling meetings and appointments; producing monthly expense reports; and making travel arrangements as needed.

Coordinates meetings and other events involving executives to include planning, scheduling, preparing agendas, reserving facilities, and recording and distributing minutes of meetings as needed.

Cross-trained as a back-up support to the Sr. Executive Admin.

Place lunch orders for internal and prospect/client meetings as needed.

Miscellaneous communication via phone or email with internal employees or parent company representatives per request by the Senior Management Team.

Perform basic office functions such as digital filing, writing correspondence, scanning, faxing and answering telephones.

Specialty Role Responsibilities

Responsible for the tracking and data entry of existing client meetings and related notes and projects on behalf of the Senior Management Team.

Responsible for entering and auditing data in CRM and AV during periodic reviews and for annual industry reporting statistics.

Responsible for assisting in the administration of operational and compliance related processes.

Firm Responsibilities

Serves as a tertiary backup to the receptionist, as needed to greet prospects, clients, and other guests of the Firm.

Manages communications for the Senior Management Team and answers daily rollover calls from the incoming call volume.

Understand and support the firm's vision, mission, and strategy.

Engage in teamwork and team-building and integrate into the culture of the firm.

Who You Are

Bachelor's degree (B.A. or B.S.) from a four-year college or university, preferred, but not required.

No certificates or licenses required

Preferably five to seven years related experience and/or training; or equivalent combination of education and experience

Proficient with Microsoft 365 (Word, Excel, Outlook, PP)

Experience with a CRM Database & Document Management software is a plus

Proactive and strong work ethic

Excellent organizational skills

Ability to multi-task, prioritize and meet deadlines

Professional appearance and demeanor

Ability to work well in a team environment

High attention to detail and timely follow-through

Strong communication skills - verbal & written

Regular and reliable attendance.

Works cooperatively with others.

If your experience aligns with this description, please consider applying. Many skills are transferable among industries and a passion for the role and willingness to learn are important considerations. We believe that a diverse workforce creates problem-solving and creative thinking, which is why we're dedicated to adding new perspectives to the team and encourage everyone to apply.