Executive Administrative Assistant

Gulf Capital Bank; Houston (TX); On-site; USD 75,000 - 110,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Vision insurance

401(k)

401(k) matching

Dental insurance

Job summary

Gulf Capital Bank in Houston, TX seeks an Executive Assistant to provide high‑level administrative and strategic support to the President and CEO. The ideal candidate is highly organized, trustworthy, and able to handle confidential information while managing complex calendars with precision.

Duties include calendar and travel management, board liaison, preparation of materials, financial and regulatory literacy support, gatekeeping, and project coordination.

Qualifications

• Bachelor’s degree in business administration or equivalent relevant work experience.
• Minimum of 5-7 years of experience supporting C-level executives, preferably in banking or financial services.

Responsibilities

• Executive Calendar & Travel Management: Manage a complex, fast-changing corporate calendar; coordinate travel, lodging, and expense reports.
• Board of Directors Liaison: Prepare and distribute board materials; record meeting minutes.
• Financial & Regulatory Literacy: Review financial reports and regulatory documents; prepare reports and decks for meetings.
• Gatekeeping & Communication: Screen calls, draft letters and memos for the CEO; interact with high-net-worth clients and stakeholders.
• Project Support & Confidentiality: Track projects and maintain confidential records with strict privacy.
• Inventory Management: Maintain office supplies and ensure a well-organized workspace.

Skills

Microsoft Office 365

Board portal software

Education

Bachelor’s degree in business administration or equivalent

Job description

Benefits

• Health insurance
• Paid time off
• Vision insurance
• 401(k)
• 401(k) matching
• Dental insurance

Company Overview

Gulf Capital Bank aims to redefine the value of a bank by offering the personal relationship touches of a traditional community bank combined with the ease of state-of-the-art banking technology and global connections provided by a group of Houston’s business and civic leaders. For more information go to: https://www.gulfcapitalbank.com/

Brief Description

The Executive Assistant (EA) provides high-level, confidential administrative and strategic support to the President and CEO. The ideal candidate is a highly organized professional who possesses deep knowledge of financial institution operations, handles sensitive information with absolute discretion, and manages complex schedules with precision.

Duties/Responsibilities

• Executive Calendar & Travel Management: Manage a complex, fast-changing corporate calendar. Schedule all internal and external meetings, bank committees, industry events, and new hire onboarding meetings. Coordinate detailed travel itineraries, flights, lodging, and expense reporting.
• Board of Directors Liaison: Serve as the administrative coordinator for the Board of Directors. Prepare, assemble, and securely distribute board books, committee materials, and meeting agendas. Record and draft official meeting minutes.
• Financial & Regulatory Literacy: Review incoming financial reports, compliance documents, and industry correspondence. Highlight urgent matters requiring the CEO’s immediate attention. Prepare spreadsheet reports and presentation decks for executive meetings.
• Gatekeeping & Communication: Screen and prioritize incoming calls, emails, and visitor requests. Draft official letters, bank-wide announcements, and memos on behalf of the CEO. Ensure professional communication with high-net-worth clients, regulatory auditors, and stakeholders.
• Project Support & Confidentiality: Track ongoing corporate projects, task deadlines, and strategic initiatives. Maintain highly confidential corporate, personnel, and regulatory records with strict adherence to data privacy laws.
• Inventory Management: Maintain office supplies inventory and oversee office management tasks to ensure a well-organized workspace.

Required Skills/Abilities

• Technical Skills: Advanced proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook) and secure board portal software (e.g., Diligent, FIS Director Access).
• Core Competencies: Exceptional written and verbal communication skills. Strong understanding of financial industry terminology. Proven ability to meet strict deadlines and handle high-stress situations calmly.

Education and Experience

• Education: Bachelor’s degree in business administration or equivalent relevant work experience.
• Experience: Minimum of 5-7 years of experience supporting C-level executives. Experience working within a bank, credit union, or financial services firm is strongly preferred.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Disclaimer

The above information has been designed to indicate the general nature and level of work performed within this job. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to the job. Incumbent must attend work on a regular basis, on time, and withstand varying degrees of stress. This position description describes the minimum selection requirements to qualify for the position. Promotion and other employment decisions are based on employer needs, being in good standing, fully competent performance, and other non-discriminatory subjects. As of the date shown below, the contents of this job description are intended to describe the general nature and level of work being performed by people assigned to this job. It is not intended to be an exhaustive list of all responsibilities, duties and skill required of personnel so classified. Further, essential job functions are subject to change based upon business needs.