Executive Administrative Assistant

JOB DESCRIPTION

DIVISION/LOCATION: Elementia USA - Houston, TX

POSITION TITLE: Executive Administrative Assistant

REPORTS TO TITLE: CEO

GENERAL FUNCTION

Provides high-level administrative support directly to the Chief Executive Officer and executive leadership team. Responsible for managing executive priorities, facilitating communication across Houston Headquarters and Mexico Headquarters, coordinating leadership activities, supporting Leadership Operating Committee (LOC) functions, and ensuring efficient execution of organizational priorities. This role serves as a key liaison among executive leaders and requires exceptional discretion, organization, communication, and bilingual capabilities in English and Spanish.

ESSENTIAL FUNCTIONS

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting reports, presentations, correspondence, and business documents.
• Conserves executive time by reading, researching, and routing correspondence; drafting communications; collecting and analyzing information; and managing follow-up activities.
• Maintains executive appointment schedules by planning and scheduling meetings, conferences, teleconferences, travel, and leadership activities.
• Coordinates and supports Leadership Operating Committee (LOC) meetings including agendas, logistics, presentation materials, action items, and follow-up.
• Serves as a liaison between Houston Headquarters, Mexico Headquarters, and executive leadership teams.
• Supports bilingual verbal and written communication in English and Spanish with internal and external stakeholders.
• Coordinates domestic and international travel arrangements, accommodations, itineraries, and related logistics.
• Processes executive expense reports and reimbursement documentation.
• Welcomes and assists guests, customers, vendors, and business partners while maintaining a professional experience.
• Protects confidential and highly sensitive information through sound judgment and discretion.
• Assists in planning and coordinating executive meetings, town halls, leadership events, and organizational activities.
• Tracks deliverables, commitments, deadlines, and action items supporting executive priorities.
• Maintains filing, retrieval, and documentation systems.
• Coordinates incoming mail, shipments, and office communications.
• Maintains office supply inventory and administrative support resources.
• Supports special projects and strategic initiatives as assigned.

DUTIES / RESPONSIBILITIES

• Provide direct executive administrative support to the CEO.
• Manage and prioritize the CEO's calendar, appointments, meetings, and business commitments.
• Coordinate and facilitate Leadership Operating Committee (LOC) activities.
• Prepare executive presentations, reports, spreadsheets, agendas, and business materials.
• Draft and review executive correspondence and communications.
• Coordinate travel and logistics for executive leadership.
• Serve as a liaison across departments and headquarters locations.
• Support bilingual communications between U.S. and Mexico teams.
• Coordinate executive meetings and company events.
• Maintain confidentiality regarding organizational and leadership matters.
• Support strategic initiatives and special projects.
• Build effective relationships with leaders, employees, and external partners.

REQUIRED QUALIFICATIONS

• Minimum of 5 years of executive administrative support experience supporting senior leadership or C-suite executives.
• Experience coordinating executive calendars, meetings, and travel arrangements.
• Experience supporting multiple priorities in a fast-paced environment.
• Demonstrated ability to handle highly confidential information with professionalism and discretion.
• Strong organizational skills with ability to prioritize and manage competing demands.
• Ability to work independently and exercise sound judgment.
• Fluent in English and Spanish (read, write, and speak).

PREFERRED QUALIFICATIONS

• 7+ years supporting executive leadership teams or C-suite leaders.
• Experience supporting manufacturing, operations, or multi-site organizations.
• Experience supporting executive committees, leadership teams, or board-level meetings.
• Experience coordinating domestic and international business travel.
• Experience working with teams across the United States and Mexico.
• Bachelor's degree in Business Administration or related field.

KNOWLEDGE, SKILLS & ABILITIES

Required Skills

• Strong verbal and written communication skills in English and Spanish
• Executive calendar management
• Travel coordination
• Project coordination
• Presentation preparation
• Meeting coordination and follow-up
• Relationship management
• Confidentiality and discretion
• Organization and prioritization
• Attention to detail
• Critical thinking and problem solving
• Professional judgment
• Ability to manage competing priorities

Technical Skills

• Microsoft Word
• SAP / SAP Concur
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook
• Microsoft Teams
• Internet research and business systems proficiency

EDUCATION

Associate degree in Business Administration or related field required.

Bachelor's degree in Business Administration or related field preferred.