Executive Assistant - Houston, TX

greystar; Houston (TX); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical, Dental, Vision insurance

Disability & Life insurance

Paid time off

Birthday off after 1 year

Job summary

Greystar is seeking an experienced Administrative Assistant to support the Executive Director and senior leaders in its Houston office. The role manages calendars, schedules meetings, coordinates travel, and prepares presentations and reports for internal and external stakeholders.

The position oversees office operations, collaborates with vendors, and may supervise junior administrative staff. A Bachelor’s degree and strong communication skills are required, with experience supporting

Qualifications

• Degree preferred in business, administration, or related field.
• Experience supporting senior executives in a corporate setting.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• discretion and confidentiality when handling sensitive information.

Responsibilities

• Maintains calendars for executives and senior managers.
• Manages daily schedule and prep for meetings and events.
• Arranges travel including flights, hotels, and ground transport.
• Prepares documents, emails, reports, and presentations.
• Assists in budgeting, reconciling statements, and expenses.
• Leads special projects and coordinates with vendors and teams.
• Oversees day-to-day office operations and facilities coordination.
• May supervise Receptionist/Administrative staff.
• Fulfills HR, financial, and admin reporting duties.

Skills

Calendar management

Travel arrangements

Meeting coordination

Proposal/presentation prep

Budget/expense handling

Vendor coordination

HR/reporting support

Education

Bachelor's degree preferred

Tools

MS Office Suite

PowerPoint

Excel

Outlook

Job description

ABOUT GREYSTAR

Greystar is a leading, fully integrated global real estate platform offering expertise in property management, investment management, development, and construction services in institutional-quality rental housing. Headquartered in Charleston, South Carolina, Greystar manages and operates over $350 billion of real estate in more than 260 markets globally with offices throughout North America, Europe, South America, and the Asia-Pacific region. Greystar is the largest operator of apartments in the United States, managing over one million units/beds globally. Across its platforms, Greystar has nearly $79 billion of assets under management, including over $34 billion of development assets and over $36.5 billion of regulatory assets under management. Greystar was founded by Bob Faith in 1993 to become a provider of world-class service in the rental residential real estate business. To learn more, visit www.greystar.com .

JOB DESCRIPTION SUMMARY

Provides administrative support to the Executive Director and/or other senior managers in the Division, department, and/or city office, coordinates and manages the scheduling of business meetings, conference calls, appointments, and other events, and acts as the liaison between the Executive Director and other members of the Executive team and team members, and others inside and outside of the Company.

JOB DESCRIPTION

1. Maintains calendars for events and appointments for the Executive Director and/or other senior managers within the Department or city office by scheduling calls, appointments, and meetings, securing meeting space and meeting facilities, resolving scheduling conflicts as necessary to ensure effective use of time and resources, and preparing meeting materials and communications to attendees.
2. Manages the daily schedule and calendar for the Executive Director by reviewing and preparing for planned meetings and events, gathering materials, documents, and other materials needed in advance of the event, and being available as needed for follow-up and assistance during the scheduled event.
3. Makes travel arrangements for the Executive Director, external consultants, visitors, dignitaries, and others as needed by making reservations and purchasing tickets, making hotel, rental car, and other travel accommodations, ensuring that materials and resources are available at destination locations, resolving travel-related conflicts or scheduling changes, and completing and submitting expense reports in a timely fashion.
4. Prepares proposals, presentations, memos, e-mails, reports, spreadsheets, letters, and other documents for internal and external distribution by drafting, proofreading and spell-checking documents, creating graphs, charts, and other graphic enhancements, and overseeing production, packaging, and distribution to appropriate audiences and recipients.
5. Reviews and/or assists in preparing budget, financial, and other administrative documents by analyzing and evaluating information, reconciling statements and documents, and coordinating with other department heads to discuss resource needs, issues, and questions.
6. Participates in or completes special projects and other assignments by planning and coordinating tasks and activities with other team members, contracting with vendors, service providers, and other internal or external resources as needed, leading and/or participating in meetings, and following through to complete specific tasks and activities.
7. Oversee and manage the day-to-day operation of the office by handling incoming and outgoing mail and packages, maintaining an appropriate inventory of and ordering office supplies, coordinating with building and facilities management to maintain the work environment, setting up and taking down meeting rooms, maintaining files and records, and welcoming visitors and guests.
8. May directly supervise one or more Receptionists/Administrative Support team member(s).
9. Completes various human resources, financial, administrative, and other reports and analysis, and performs other duties as assigned or as necessary.

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Additional Compensation :

Many factors go into determining employee pay within the posted range including business requirements, prior experience, current skills and geographical location.

Corporate Positions : In addition to the base salary, this role may be eligible to participate in a quarterly or annual bonus program based on individual and company performance.

Onsite Property Positions : In addition to the base salary, this role may be eligible to participate in weekly, monthly, and/or quarterly bonus programs.

Robust Benefits Offered*:

Competitive Medical, Dental, Vision, and Disability & Life insurance benefits. Low (free basic) employee Medical costs for employee-only coverage. Generous Paid Time off. All new hires start with 15 days of vacation, 4 personal days, 10 sick days, and 11 paid holidays. Plus your birthday off after 1 year of service! Additi