Executive Administrator

U.S. Global Investors; San Antonio (TX); On-site; USD 60,000 - 80,000; Full time

Job summary

A financial investment firm is seeking an Executive Assistant to provide high-level administrative support for the CEO. Responsibilities include managing calendars, arranging travel, handling correspondence, and maintaining confidentiality. The ideal candidate should have strong organizational skills, experience in supporting executives, and the ability to build relationships with stakeholders. This full-time role is essential for ensuring smooth daily operations.

Qualifications

• Experience in managing executive calendars and travel.
• Ability to handle confidential matters with discretion.
• Strong written and verbal communication skills.

Responsibilities

• Schedule meetings and travel for the CEO.
• Draft reports and documents as required.
• Maintain filing systems and office organization.

Skills

Calendar management

Travel arrangements

Expense reporting

Office management

Public relations

Relationship building

Job description

This position provides high-level administrative support for the day-to-day activities of the Chief Executive Officer (CEO), managing calendars, handling correspondence, arranging travel, preparing documents, and overseeing various administrative tasks to ensure smooth operations, allowing the executive to focus on strategic priorities; acting as a primary point of contact for internal and external stakeholders while maintaining a strict level of confidentiality and prioritizing urgent matters.

Essential Functions

1. Calendar management: Scheduling meetings, appointments, and travel arrangements for the executive, including managing conflicts and prioritizing urgent matters.
2. Travel arrangements: Coordinates complex and detailed travel plans, itineraries, and agendas for executives.
3. Gatekeeper: Screen visitors and calls to protect the executives’ time and inform the executive of timely matters that need to be addressed.
4. Expense reporting: Tracking and submitting expense reports for executives.
5. Correspondence: Drafting reports, presentations, memos, and other documents as needed, ensuring accuracy and professional presentation.
6. Office management: Maintain a highly organized filing system; files correspondence, and other records.
7. Meetings/Event planning: As needed, assist in organizing company events, conferences, and arranging meeting rooms, preparing agendas and other materials, taking minutes, and distributing follow-up action items.
8. Public Relations: Maintains a relationship with the Marketing Director to help ensure media-related matters are calendared appropriately for seamless assistance in getting the executive on important interviews.
9. Relationship building: Maintains positive relationships with internal and external stakeholders. Occasionally travels with CEO to assist during conferences, press tours, and industry events as required.

Seniority level

• Executive

Employment type

• Full-time

Job function

• Information Technology

Industries

• Investment Management