Executive Assistant

Job Profile: Executive Assistant

Reports To:EA tothe CEO

Job Summary:

The Executive Assistantrole isstrategic andintegral role providing comprehensive administrative operational and logistical support tomultiple members of our Executive Leadership Team. This position requires exceptional organizational skills proactive problem-solving abilities discretion anda high levelof professionalism. The Executive Assistant acts as a primary point of contact for internal and external stakeholders manages complex calendarsfacilitatescommunication and ensuresELT memberstime isoptimizedfor maximum impact. This role demands a forward-thinking individual who cananticipateneeds prioritize effectively andmaintainconfidentiality in all matters.

Key Responsibilities:

• Calendar and Time Management:

• Proactively manage andmaintainthe complex calendarschedulingappointments meetings and conferences with a keen understanding of priorities and time zones.

• Anticipate and resolve scheduling conflicts ensuring smooth transitions between commitments.

• Prepare and provide detailed itineraries and necessary materials for all engagements.

• Communication and Correspondence:

• Act as acriticalliaison between theELT external partners clients and stakeholders.

• Screen and prioritize incoming communications (emails calls mail) drafting responses or delegating asappropriate.

• Prepare proofread and edit internal and external communications presentations reports and other documents.

• Ensuretimelyandaccuratedissemination of information on behalfof the executive leader.

• Meeting Preparation and Follow-up:

• Coordinate all aspects of meetings including scheduling venue booking catering and technology setup.

• Prepare agendas gather necessary materials and distribute pre-read documents in advance.

• Attend meetings asrequired taking detailed minutes and tracking action items.

• Follow up on action items to ensuretimelycompletion and report progress.

• Travel Arrangements:

• Arrange complex travel logistics including flights accommodations ground transportation andotherrequirements as needed.

• Prepare detailed travel itineraries and expense reports.

• Project Management and Support:

• Conduct research compile data and prepare reports or presentations as requested.

• Monitor progress of key initiatives and provide updates.

• Office Administration and Organization:

• Maintain organized digital and physical filing systems.

• Process invoices expense reports and other financial documentationin a timely manner.

• Order andmaintainoffice supplies and equipment as needed for theHoustonoffice.

• Handle confidential and sensitive information with the utmost discretion and integrity.

• Relationship Management:

• Build andmaintainstrong working relationships with internal teams and external contacts.

• Representthe ELTprofessionally and positively at all timesand in alignment with the companys values.

• Ad Hoc Duties:

• Perform other administrative duties and specialprojects asassigned.

Qualifications:

• Experience:

• Minimum of 7-10 years of experience as an Executive Assistant supporting C-level executives in a fast-paced environment.

• Proventrack recordof managing complex calendars travel and administrative tasks.

• Education:

• Bachelors degree in Business Administration Communications or a related field preferred.

• Skills:

• Exceptional organizational and time management skills with a strong ability to prioritize and multitask.

• Superior written and verbal communication skills with an impeccable command of grammar and spelling.

• Advancedproficiencyin Microsoft Office Suite (Outlook Word Excel PowerPoint) and collaboration tools (e.g. Google Workspace Microsoft Teams).

• Tech-savvy and comfortable learning new software and systems quickly.

• High levelof discretion professionalism and ability to handle confidential information with integrity.

• Proactive resourceful and a strong problem-solver with excellent attention to detail.

• Ability to work independently with minimal supervision and as part of a team.

• Strong interpersonal skills with the ability to build rapport and communicate effectively with diverse individuals.

• Flexibility and adaptability to changing priorities and demands.

Work Environment:

• Primarily an office-based role with potential for occasional remote work based onELTneeds.

• May require flexibility in working hours to accommodate thebusiness needs.

• Fast-paced and dynamic environment.

Success Factors:

• Ability toanticipateneeds and proactively address potential issues.

• Exceptional judgment and decision-making capabilities.

• Strong ability to manage multiple competing priorities effectively.

• Demonstrated commitment to excellence andhigh standardsof work.

• Positive attitude anda strong senseof ownership and accountability.

Required Experience:

IC