<p>We have an <strong>immediate need</strong> for an experienced <strong>Executive Administrative Assistant</strong> to provide high-level support within a government organization. This role offers the opportunity to work closely with senior leadership, including the Deputy Chief and Chief, ensuring efficient office operations and professional communication across departments. The position will cover a medical leave through year-end, with potential to transition into a permanent role based on performance and department needs.</p><p><br></p><p><strong>Key Responsibilities</strong></p><ul><li>Provide high-level administrative support to senior leadership, including the Deputy Chief and other department heads.</li><li>Manage complex calendars, schedule meetings, and coordinate logistics for internal and external engagements.</li><li>Prepare executive-level reports, correspondence, and presentations with accuracy and attention to detail.</li><li>Serve as a professional liaison between leadership, internal departments, and outside stakeholders.</li><li>Handle confidential and sensitive information with discretion and professionalism.</li><li>Coordinate travel arrangements, records requests, and assist with special projects or events.</li><li>Maintain organized filing systems, manage office supplies, and ensure smooth day-to-day office operations.</li><li>Support records management, including legal documentation, retention, and compliance requirements.</li></ul>
<p>The Office Administrator plays a critical role in ensuring the smooth functioning of office operations, managing administrative tasks, and providing support to senior managers. In this Part Time, Contract to hire position, this individual will be responsible for interacting with visitors and clients, handling scheduling, maintaining supplies and facilities, and addressing administrative inquiries. Additionally, this position will support senior managers by overseeing travel arrangements, preparing reports, and assisting with meeting plans.</p><p><br></p><p>• Receive and direct visitors and clients; answer, screen and transfer inbound phone calls, maintain the voicemail system for the office general number</p><p>• Maintain the common office meeting room schedule calendar</p><p>• Perform general clerical duties including; photocopying, scanning, fax and mail; opening, sorting and distributing incoming correspondence. Administer the account(s) for the mailboxes, registered mailing addresses and courier company accounts. </p><p>• Resolve administrative problems and inquiries; prepare written responses as required</p><p>• Local administration and coordination with landlord. Coordinate maintenance of office and office kitchen equipment. Ensure kitchen and storerooms are maintained in a clean and orderly manner and issue instructions to cleaning staff when necessary. </p><p>• Maintain office supplies inventory, including MOL marketing materials, and office kitchen supplies. </p><p>• Prepare meeting rooms and coordinate clean up as required. </p><p>• Provide Personal Assistance (PA) support to the senior managers based in the Houston office. </p><p>• Coordinate and maintain records for staff. </p><p>• Handle requests for information and data</p><p>• Record, compile, transcribe meeting minutes as requested. </p><p>• Manage travel arrangements for staff and visitors as requested. </p><p>• Schedule and coordinate meetings and prepare schedules. </p><p>• Prepare PowerPoint presentations from materials provided by staff. </p><p>• Required to be on call outside of office hours in emergencies</p><p>• Other duties as assigned.</p>
<p>Our client, a highly reputable organization located in downtown Houston, TX, is seeking an experienced Executive Assistant to provide high-level administrative support to the Chief Executive Officer (CEO), Chief Financial Officer (CFO), and Chief Operating Officer (COO). In this role, the successful candidate will demonstrate exceptional organizational, communication, and multitasking abilities, ensuring the seamless operation of executive-level functions.</p><p><br></p><p>Key Responsibilities:</p><p><br></p><p>Serve as the primary point of contact for the CEO, CFO, and COO, managing schedules, correspondence, and day-to-day operations.</p><p>Coordinate and plan events, such as Board of Directors (BOD) meetings and other executive gatherings.</p><p>Maintain confidentiality while handling sensitive information and decision-making processes.</p><p>Organize travel arrangements for executives, ensuring smooth coordination and detailed itineraries.</p><p>Collaborate with teams and stakeholders to align administrative priorities with organizational goals.</p><p><br></p><p>Proactive and solution-oriented approach to challenges.</p><p>Strong written and verbal communication skills.</p><p>Exceptional attention to detail and time management skills.</p><p>Ability to work independently while maintaining high levels of teamwork and collaboration.</p><p>Proficiency with productivity tools such as Microsoft Office Suite and event management software.</p><p><br></p><p>This is a direct hire opportunity paying up to 110K working 100% in office.</p>
