Executive Support Specialist for Leadership Teams

Jobtailor; Houston (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

Jobtailor is seeking an experienced Executive Assistant to provide comprehensive administrative support to the Vice Presidents of Communications and Public Affairs and Chief Compliance Officer. The role manages calendars, coordinates across time zones, and safeguards priority work time while liaising with senior leaders.

Responsibilities include arranging domestic and international travel, supporting budgets and expense reconciliation, maintaining documents and team sites, and coordinating

Qualifications

• Strong written communication, proofreading, and presentation support skills.
• Ability to manage multiple calendars, deadlines, and stakeholders simultaneously.
• Flexibility and willingness to support a wide range of administrative responsibilities, including occasional work outside normal business hours for onsite meetings and events.

Responsibilities

• Provide comprehensive administrative support to the Vice President, Communications and Public Affairs and Vice President, Chief Compliance Officer
• Manage calendars and schedules, resolve conflicts, coordinate across time zones, and protect priority work time
• Coordinate leadership meetings, staff meetings, team events, offsites, executive visits, and other engagements
• Review and coordinate briefing materials, presentations, correspondence, meeting agendas, and executive communications
• Arrange domestic and international business travel, coordinate changes, and complete monthly expense reconciliation
• Support budget and expense management, including invoice processing, purchase-related requests, and financial records
• Maintain document storage systems, team sites, shared mailboxes, distribution lists, and records
• Support Microsoft Office, Teams, Webex, approved AI-enabled tools, and other workflow systems
• Coordinate office operations and resolve or elevate facilities, maintenance, IT, and meeting support needs
• Establish and reinforce administrative processes across supported departments
• Handle confidential information with discretion and professionalism
• Perform special projects and additional responsibilities as assigned

Skills

Interpersonal Skills

Organizational Skills

Attention to Detail

Problem-Solving

Adaptability

Education

High School Diploma

GED Equivalent

Tools

Microsoft Office

Advanced Excel

PowerPoint

Virtual Meeting Platforms

Budget Management

Expense Reconciliation

Document Storage Systems

Meeting Coordination

Travel Arrangement

Confidential Information Handling

Job description

Jobtailor is seeking an experienced Executive Assistant to provide comprehensive administrative support to the Vice Presidents of Communications and Public Affairs and Chief Compliance Officer. The role manages calendars, coordinates across time zones, and safeguards priority work time while liaising with senior leaders.

Responsibilities include arranging domestic and international travel, supporting budgets and expense reconciliation, maintaining documents and team sites, and coordinating