Executive Assistant to the President/COO

Whitestone REIT; Houston (TX); On-site; USD 65,000 - 85,000; Full time

Job summary

A leading real estate investment trust in Houston is seeking a highly experienced Executive Assistant to support the President/COO. This role involves managing complex calendars, coordinating travel, and facilitating strategic initiatives. The ideal candidate should have over 5 years of experience, exceptional communication skills, and proficiency in Microsoft Office. Join us to contribute to a dynamic organization focused on growth and innovation.

Qualifications

• 5+ years of experience supporting senior executives in a fast-paced environment.
• Exceptional written and verbal communication skills.
• Ability to juggle multiple responsibilities and adapt to shifting priorities.

Responsibilities

• Manage complex calendars and schedule meetings across time zones.
• Coordinate domestic and international travel arrangements.
• Assist in event planning, including corporate functions.

Skills

Communication skills

Microsoft Office proficiency

Organizational skills

Time management

Detail-oriented mindset

Proactivity

Tools

Microsoft Office (Outlook, Excel, PowerPoint, Word)

Job description

Executive Assistant to the President/COO

Whitestone REIT—a dynamic, growth-focused real estate investment trust—is seeking a highly experienced and motivated Executive Assistant to support our President/Chief Operating Officer. This is a high-visibility role central to enhancing organizational effectiveness and driving strategic initiatives across departments and regional offices.

We’re looking for a polished professional who is proactive, detail-oriented, and thrives in a fast-paced environment. The ideal candidate will be a trusted partner, capable of balancing complex administrative responsibilities with strategic support. This is a unique opportunity to contribute to both the operational success and personal efficiency of a key executive leader.

Key Responsibilities

Executive & Administrative Support

• Manage complex calendars and schedule meetings, calls, and events across time zones.
• Prepare detailed meeting agendas, coordinate materials, and follow through on action items.
• Serve as a coordinator between the President/COO and internal/external stakeholders.
• Monitor, draft, and manage emails and correspondence with accuracy and professionalism.
• Maintain strict confidentiality while managing sensitive corporate and personal information.

Travel & Logistics Management

• Coordinate complex domestic and international travel: flights, accommodations, car rentals, and itineraries.
• Track and optimize travel rewards programs and corporate travel policies.
• Provide real-time travel support and logistics troubleshooting.

Project Coordination & Operations

• Facilitate execution of strategic corporate initiatives and interdepartmental projects.
• Track and maintain project milestones and updates using tools such as Microsoft Office.
• Assist in event planning, including off-sites, conferences, and corporate functions.

Finance & Budget Support

• Reconcile corporate credit card expense reports and code invoices for A/P submission.
• Assist with monitoring departmental budgets and resolving financial discrepancies in collaboration with finance as needed.
• Coordinate with vendors and suppliers for service agreements and procurement.
• Utilize Microsoft Office Suite and other platforms (e.g. Teams, Outlook) for efficient workflow.
• Stay current with project developments and suggest tools and technology to optimize team productivity.

Personal Assistance (as needed)

• Handle personal errands, appointment coordination, and miscellaneous tasks to support the President & COO productivity.
• Manage mail, packages, and running errands as needed.

Qualifications

• 5+ years of experience supporting senior executives in a fast-paced, growth-oriented company.
• Exceptional communication skills—both written and verbal.
• High proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word)
• Excellent organizational and time management skills with the ability to juggle multiple responsibilities and adapt to shifting priorities.
• A proactive, resourceful, and solution-oriented mindset with meticulous attention to detail.
• Availability to work on-site Monday–Friday, with flexibility for occasional after-hours and travel requirements.

Whitestone REIT is proud to foster a culture of innovation, collaboration, and integrity. If you're ready to contribute to a growing organization where your skills make a tangible impact, we invite you to apply and grow with us.

Seniority level: Mid-Senior level

Employment type: Full-time

Job function: Administrative, Project Management, and Management

Industries: Retail, Real Estate, and Facilities Services