Executive Assistant – Houston

Responsibilities and Duties

• Provide high-level administrative support, ensuring seamless daily operations , including some urgent arrangements. 
• Efficiently manage complex calendars, coordinating meetings and arranging travel across multiple time zones. Anticipate and resolve scheduling conflicts weeks in advance, ensuring seamless operations.
• Strategically create time buffers to account for recurring meeting patterns that tend to extend beyond their scheduled duration.
• Efficiently process and reconcile expense reports to adhere to company policies. 
• Provide dedicated on-site administrative and logistical support during company-wide meeting weeks.
• Handle confidential correspondence, draft communications, and prepare briefing materials for executive meetings, and engage with external counterparty’s EA’s to secure meetings. 
• Act as a gatekeeper and strategic partner, prioritizing tasks and ensuring executives’ time is used effectively.

• Serve as the primary point of contact for internal teams and external partners, ensuring smooth communication and follow-through.
• Anticipate executive’s needs ahead of meetings, compiling critical information and briefing materials.
• Partner with leadership and cross-functional teams to plan and execute high-impact events, strengthening relationships with strategic partners, agencies, and key stakeholders.

• Proactively identify opportunities to optimize processes, improve efficiency, and enhance executive workflows.
• Exercise sound judgment and discretion, ensuring alignment with company policies and executive preferences.
• Manage special projects if and when they arise, balancing multiple priorities with precision and adaptability.

• Oversee the day-to-day operations of the office, ensuring a clean, organized, and functional work environment for all employees.
• Monitor and maintain office supply inventory, including ordering, stocking, and organizing.
• Liaise with office vendors (e.g., cleaning services, IT support, building management) to ensure services are met and issues are resolved.
• Manage incoming and outgoing mail and packages.
• Greet visitors, answer general inquiries, and direct them appropriately.
• Assist with the planning and execution of internal company events, meetings, and team-building activities.
• Coordinate office maintenance and repairs, ensuring a safe and comfortable workspace.
• Leading onsite health safety protocols as needed.
• Assist with new employee onboarding logistics, including desk setup and initial office orientation.
• Collaborate with the Facilities team to ensure consistency and alignment with our physical office strategy.
• Collaborate with IT to facilitate seamless communication and operations between in-office and remote teams.

Qualifications and Skills

• Able to be in office at least 3 days a week (to be located in the Montrose neighborhood of Houston), some weeks may require additional presence based on business needs
• 5+ years of experience in a combined Executive Assistant and Office Manager role, supporting senior-level executives.
• Bachelor’s degree in Business, Administration, or a related field.
• Proactive and resourceful mindset. You anticipate needs, solve problems, and take initiative.
• Exceptional organizational skills, with the ability to seamlessly juggle multiple priorities while maintaining keen attention to detail.
• Strong communication and relationship-building abilities, engaging effectively with executives, board members, and key stakeholders.
• Expert proficiency in Slack, Google Suite, Microsoft Office, and other productivity tools.
• Confidentiality, discretion, and emotional intelligence—you are a trusted partner to leadership.
• Ability to work independently and collaboratively, thriving in a fast-paced, high-expectation environment.
• A strong commitment to belonging, ensuring an inclusive and supportive work environment.
• Notary Public certification (or willingness to obtain one at the company’s expense) strongly preferred.

Physical and Sensory Requirements

• Mostly sedentary work; using standard office equipment including: a computer, keyboard, and telephone. 
• Position requires a minimum amount of ~5 weeks of travel for company-wide meetups: through a calendar year, as well as potentially up to ~3 weeks of additional travel, as required including travel with the leadership for road shows, conferences, etc.

Salary & Benefits

• Salary: $100,000 – $110,000 USD base salary with 20-25% annual target bonus 
• Exceptional Healthcare: Access comprehensive medical, dental, and vision plans with 100% premium coverage for both you and your dependents. 
• Financial Security: Benefit from a 3% non-elective employer contribution to your 401k, ensuring your financial future is on the right track.
• Time Off: Unlimited Paid Time Off (PTO) +  two company-wide vacation weeks (Fourth of July & End of year). We believe in the importance of rest and relaxation.
• Family-Friendly Policies: Experience up to 12 weeks of fully paid parental leave, with an additional 6 weeks for birth parents. We support you through the exciting journey of parenthood.
• Mental Health and Well-being: Access mental health and behavioral coaching services through Headspace providing you with the support you need to thrive both personally and professionally.
• Family Planning Support: Navigate family planning with ease through our partnership with Carrot and Maven, ensuring a seamless experience for new parents.
• Perks: Enjoy a variety of perks, including a $150 USD monthly food stipend on UberEats, pet insurance allowance, and $150 USD monthly phone & internet reimbursement. 
• Tech-Ready: Gear up with our new hire tech package, including a laptop, monitor, docking station, webcam, headphones, and more. Set up your home office with provided furniture, including a desk and chair.