Executive Assistant & Office Manager (AI-Enabled)

This role supports company operations executive leadership and office effectiveness by managing administrative systems coordinating executive activities and overseeing office operations. The ideal candidate is highly organized proactive and comfortable using modern digital and AI-assisted tools to improve efficiency communication and decision support.

The business is privately held with 30 years of experience services most of the Fortune 100 and is experiencing exponential growth which will last into the next addition to normal tech company benefits like performance bonuses flexible PTO stocked kitchens and an in-house gym MCi also offers 100% paid healthcare. We believe in innovation teamwork and continuous learning to stay at the forefront of technological advancements.

Management Controls is headquartered in Houston Texas. This position is expected to be in the office on a hybrid schedule 3 days per week with 2 days remote. This role is not eligible for sponsorship or relocation.

Duties and Responsibilities

Executive Support

• Provide high-level administrative support to the President and multiple VPs including scheduling meeting calendar and travel coordination reporting budget tracking expense reporting and management finance support and check cashing and special projects
• Prepare presentations summaries briefing materials and correspondence using productivity and AI-assisted tools to improve speed clarity and accuracy
• Anticipate executive needs proactively identifying opportunities to streamline workflows communications and recurring tasks
• Schedule Company Town Halls offsite leadership/company meetings and team building events

Office Management & Operations

• Maintain office services by organizing office operations and procedures; controlling correspondence; designing and maintaining filing and document management systems; reviewing and approving office and kitchen supply orders; assigning and monitoring clerical functions
• Oversee records management by defining procedures for retention protection retrieval transfer and disposal of physical and digital records and manage mail shipments and deliveries
• Manage employee office events main phone line and coordinate with vendors
• Maintain office efficiency by planning and implementing office systems layouts and equipment procurement; liaise with building management for maintenance and upkeep of facilities
• Design and implement office policies and procedures by establishing standards measuring results and recommending improvements
• Coordinate Company Holiday Party and office catered lunches and food orders

Reporting Analysis & Process Improvement

• Keep management informed by reviewing analyzing and creating reports; summarizing information; identifying trends and opportunities for improvement
• Utilize spreadsheets presentation software and AI-assisted reporting tools to support executive decision-making
• Support budgeting and financial objectives by preparing annual budgets tracking expenditures analyzing variances and initiating corrective actions

AI-Enabled Productivity & Continuous Improvement

• Use AI and automation tools (e.g. Microsoft Copilot AI-assisted document creation scheduling transcription summarization or workflow tools) to: Improve document preparation meeting notes and reporting; Streamline scheduling follow-ups and routine communications; Reduce manual effort in repetitive administrative and office management tasks
• Stay current on emerging administrative office management and AI-enabled productivity practices and identify practical ways to apply them within the organization
• Partner with leadership and staff to adopt tools responsibly ensuring confidentiality accuracy and professional standards are maintained

• 5 years of experience in an upper-level administrative or executive assistant role
• 2 years of experience in a receptionist office coordinator or office management role
• Strong proficiency in Microsoft Office (Excel PowerPoint Word Outlook) and document management tools
• Experience using AI-assisted productivity tools (e.g. Microsoft Copilot AI document drafting transcription or scheduling tools) to support administrative or office operations
• High level of integrity with demonstrated ability to ability to exercise sound judgment discretion and confidentiality with confidential information
• Highly detail-oriented solution-minded proactive self-starter mindset
• Exceptional written and verbal communication skills confident and polished in virtual and in-person interactions
• Strong organizational and prioritization skills with the ability to manage multiple stakeholders
• Comfortability working independently while collaborating closely with executives and teams
• Professional demeanor service-oriented mindset and positive can-do attitude

Preferred Qualifications

• Experience supporting senior executives in a fast-paced or growing organization
• Exposure to basic workflow automation task tracking or process improvement tools
• Willingness and curiosity to continue learning new tools that improve executive and office effectiveness