Executive Assistant

Frontline Source Group - Nationwide Staffing & Executive Search; Houston (TX); On-site; USD 75,000 - 125,000; Full time

Job summary

Frontline Source Group - Nationwide Staffing & Executive Search in Houston, TX is seeking an experienced Executive Assistant to support senior leadership. The role requires highly organized, discreet professionals who can anticipate needs and act as a trusted business partner.

Responsibilities include managing complex calendars, coordinating domestic and international travel, preparing materials, and handling expense reports.

Qualifications

• 7+ years of Executive Assistant experience supporting executives.
• Strong experience managing complex calendars.
• Demonstrated international travel coordination experience.
• Strong organizational and prioritization skills.
• Highly proactive and able to anticipate executive needs.
• Exceptional discretion and ability to handle confidential information.
• Advanced Microsoft Office skills, including Outlook, Word, Excel, PowerPoint and Teams.

Responsibilities

• Manage complex executive calendars and prioritize competing meetings, commitments and deadlines.
• Coordinate extensive domestic and international travel.
• Build itineraries.
• Coordinate flights, hotels, ground transportation, and travel documentation.
• Manage changing itineraries, travel disruptions and last-minute requests.
• Process executive expense reports and maintain accurate records.
• Prepare presentations, reports, agendas, executive correspondence and meeting materials.
• Coordinate meetings and events.
• Capture meeting notes and track follow-up items.
• Support strategic projects and cross-functional initiatives.
• Assist with executive system approvals, timesheets and other transactional support.
• Identify opportunities to improve processes and reduce unnecessary costs.
• Support logistics associated with reorganizations and office consolidations.
• Manage vendors, office supplies, and inventory processes.
• Take ownership of issues and projects from identification through resolution.
• Handle additional executive and administrative projects as needed.

Skills

Calendar management

Executive support

International travel coordination

Discretion & confidentiality

MS Office proficiency

Proactiveness

Education

Experience with global business environment

Tools

Outlook

Word

Excel

PowerPoint

Teams

Job description

Our client is seeking an experienced Executive Assistant for a direct hire opportunity in Houston, TX. The Executive Assistant will serve as a trusted business partner to senior leadership. This individual must be highly organized, discreet, and able to anticipate needs.

Company Profile

Global

As the Executive Assistant, you will provide high-level administrative, operational, and executive support to senior leadership while also developing strong working relationships with other leaders across the organization.

Manage complex executive calendars and prioritize competing meetings, commitments and deadlines.

Coordinate extensive domestic and international travel.

Build itineraries.

Coordinate flights, hotels, ground transportation, and travel documentation.

Manage changing itineraries, travel disruptions and last-minute requests.

Process executive expense reports and maintain accurate records.

Prepare presentations, reports, agendas, executive correspondence and meeting materials.

Coordinate meetings and events.

Capture meeting notes and track follow-up items.

Support strategic projects and cross-functional initiatives.

Assist with executive system approvals, timesheets and other transactional support.

Identify opportunities to improve processes and reduce unnecessary costs.

Support logistics associated with reorganizations and office consolidations.

Manage vendors, office supplies, and inventory processes.

Take ownership of issues and projects from identification through resolution.

Handle additional executive and administrative projects as needed.

Executive Assistant Background Profile

Experience within global business environment is helpful but not required.

7+ years of Executive Assistant experience supporting executives.

Strong experience managing complex calendars.

Demonstrated international travel coordination experience.

Strong organizational and prioritization skills.

Highly proactive and able to anticipate executive needs.

Exceptional discretion and ability to handle confidential information.

Advanced Microsoft Office skills, including Outlook, Word, Excel, PowerPoint and Teams.