Executive Assistant for Scheduling, Accounting and Projects

CityStreet Residential Partners; Houston (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

City Street Residential, Inc. is seeking an organized and proactive Executive Assistant to provide high-level administrative support to the partners and accounting team in a fast-paced office.

The role covers executive support, accounting-related tasks, and occasional personal matters. The candidate will manage calendars, coordinate meetings, handle confidential information with discretion, and assist with special projects.

Qualifications

• Prior experience as an Executive Assistant, Administrative Assistant, Office Manager, or similar professional support role.
• Excellent organizational and time-management skills with strong attention to detail.
• Ability to prioritize multiple projects and respond effectively when priorities change.
• Strong written and verbal communication skills.
• Professional judgment and the ability to handle confidential information with discretion.
• Strong working knowledge of Microsoft Outlook, Word, Excel, and Adobe Acrobat.
• Experience with QuickBooks and/or Quicken is preferred.
• Comfortable learning new technology, systems, and processes.
• Basic accounting or bookkeeping experience is a plus.
• Strong follow-through and a willingness to take ownership of responsibilities.
• Positive, collaborative attitude and willingness to assist wherever needed.

Responsibilities

• Manage executive calendars, appointments, meetings, contacts, and travel arrangements.
• Coordinate meetings, prepare materials, track follow-up items, and help ensure priorities and deadlines stay on schedule.
• Serve as a trusted point of contact for executives and assist with correspondence, scheduling, and day-to-day requests.
• Handle confidential business and personal information with a high level of discretion and professionalism.
• Assist executives with special projects, research, document preparation, organization, and occasional personal tasks.
• Review vendor invoices for accuracy, proper coding, contract compliance, and required approvals.
• Enter invoices, receipts, checks, and deposits into QuickBooks and Quicken, as applicable.
• Process employee expense reports and maintain organized vendor, accounting, and supporting documentation.
• Prepare bank deposits and assist with monthly bank account reconciliations.
• Coordinate vendor documentation, including obtaining and maintaining W-9s and supporting annual 1099 preparation.
• Assist with intercompany billing and maintain supporting documentation for charges and advances.
• Support project closings and project draws, including preparation and organization of Excel schedules, invoices, contractor information, and supporting documents.
• Organize tax and year-end reporting files and assist the accounting team with administrative needs.
• Maintain organized electronic and physical filing systems for company, project, accounting, and executive records.
• Assist with office operations, including ordering supplies, coordinating vendors, handling mail, and supporting the front office as needed.
• Identify opportunities to improve administrative processes, organization, and efficiency.
• Provide support to other team members and take on additional projects as business needs arise.

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Adobe Acrobat

QuickBooks

Quicken

Communication skills

Time management

Discretion

Office management

Job description

City Street Residential, Inc. is seeking an organized and proactive Executive Assistant to provide high-level administrative support to the partners and accounting team in a fast-paced office.

The role covers executive support, accounting-related tasks, and occasional personal matters. The candidate will manage calendars, coordinate meetings, handle confidential information with discretion, and assist with special projects.