Executive Assistant & Project Coordinator – Strategic Support

Socket.dev; Houston (TX); On-site; USD 55,000 - 85,000; Full time

Job summary

Houston Food Bank is seeking an Executive Assistant - Project Coordinator to provide high-level administrative support to an executive team member and assist with project coordination across the department.

The role requires exceptional calendar and email management, meticulous organization, and strict confidentiality. Proactive oversight of meetings, travel, and expenditures is expected, with collaboration across teams and vendors. On-site attendance is essential in a fast-paced environment.

Qualifications

• Bachelor's degree from an accredited four-year college or university in Business Management, Communications, or a closely related field (strongly preferred) or a combination of education and relevant experience.
• Plus 3-5 years of direct senior-level administrative support experience or extensive exposure to C-Suite protocols and executive meeting etiquette, including capturing meeting minutes.

Responsibilities

• Reliable, consistent, on-site attendance is a requirement. This position requires dependable attendance to meet the needs of the business, including attending and participating in meetings and presentations.
• Coordinates and accurately maintains the Executive's calendar and email to optimize time and information sharing. Proactively makes alternative arrangements for conflicts of scheduling.
• Coordinates all aspects of travel, meetings, and other events, including managing expenses by collecting receipts, coding expense reports, and submitting a reimbursement request.
• Knowledgeable of department and organizational systems (i.e., NetSuite, Paylocity).
• Monitors deadlines, follows up on delegated tasks, and provides appropriate reminders.
• Operates with a high level of integrity and the ability to maintain strict confidentiality.
• Provides data analysis and reporting as requested, such as canned reports and scorecards.
• Supports local employee engagement activities such as team recognition, events, etc.

Skills

Executive support

Calendar management

Travel coordination

Microsoft Office

Communication

Education

Bachelor's degree in Business Management, Communications, or related field

Tools

NetSuite

Paylocity

Job description

Houston Food Bank is seeking an Executive Assistant - Project Coordinator to provide high-level administrative support to an executive team member and assist with project coordination across the department.

The role requires exceptional calendar and email management, meticulous organization, and strict confidentiality. Proactive oversight of meetings, travel, and expenditures is expected, with collaboration across teams and vendors. On-site attendance is essential in a fast-paced environment.