We are seeking a highly organized and proactive Executive Assistant to support our CEO while the current EA is on temporary leave. The ideal candidate will be adept at managing a variety of tasks and responsibilities, ensuring the smooth operation of daily activities and providing comprehensive administrative support. This role requires exceptional communication skills, a keen eye for detail, and the ability to handle confidential information with discretion.

Key Responsibilities:

• • Email Management
    • Organize and prioritize email communications in the CEO’s inbox 
    • Respond to emails on behalf of the CEO in a timely and professional manner
    • Sort emails into designated folders for easy retrieval and reference
  • Calendar Management
    • Schedule meetings, appointments, and events according to the CEO’s time blocking system
    • Manage appointments across multiple calendars
    • Ensure the CEO’s calendar is well managed, up-to-date, and reflective of the CEO’s priorities
    • Proactively work to avoid and resolve scheduling conflicts
  • Administrative Assistance
    • Complete various research projects and provide relevant information to the CEO in a concise research report
    • Prepare communications on behalf of the CEO (draft memos, emails, documents, etc.)
    • Assist in preparing presentations and reports
  • Meeting Preparation and Follow-Up:
    • Prepare agendas, materials, and presentations for meetings
    • Take detailed meeting notes to be shared with meeting attendees and/or other concerned parties
    • Follow up on action items and ensure tasks are completed as discussed 
  • Personal & Travel Arrangements
    • Schedule and coordinate personal appointments  for the CEO and his family
    • Handle personal tasks or run errands not directly related to business operations
    • Coordinate travel arrangements (flights, hotels, transportation, etc.)
    • Make personal and business-related purchases on behalf of the CEO
  • Event Planning and Coordination
    • Plan and organize company events, meetings, lunches, and other functions
    • Plan logistics of company get-togethers (meeting locations, food, lodging, etc.)
    • Handle on-site event management
  • Office Management
    • Order supplies, groceries, and equipment for the office
    • Mange day-to-day office tasks to help maintain a well-organized and functional workspace
    • Address any office or property-related issues that may arise

Requirements & Skills: 

• • Task Follow Through – Demonstrates reliability in completing tasks without need for supervision or reminders
  • Clear Communication – Able to convey information clearly and effectively in both verbal and written communication 
  • Candor – Quick to speak up when uncertain about a directive, forthright in sharing feedback, and unafraid to point out problems or opportunities for improvement
  • Adaptability to New Softwares and Technologies – Skilled in or open to adopting new technology and organizational tools (Slack, Asana, etc.)
  • Time Management – Able to prioritize and complete tasks within established timeframes
  • Critical Thinking – Solves problems and takes projects without the need for step-by-step instructions
  • Accuracy and Attention to Detail – Maintains a high standard for accuracy and detail in all tasks
  • Discretion – Handles confidential and sensitive information with the utmost discretion and professionalism

Job Details:

• This is a temporary and part-time role. The hired candidate will fill this role from June 2024-September 2024.
• This role requires you to be in the office two full days a week*. During the other three days of the workweek, you will need to be available to work 1-2 hours a day remotely. 
  *Our office is located in Magnolia, TX
• Pay is per hour
• Every hourly part-time employee receives seven personal days to use however they choose.