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Executive Assistant

Smarter HR Solutions LLC

Houston, TX

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JOB DETAILS
SALARY
$33–$36 Per Hour
SKILLS
Administrative Skills, Billing, Budget Management, Budgeting, Business Operations, Calendar Management, Communication Skills, Detail Oriented, Documentation, Editing, Establish Priorities, Event Management, Executive Assistant Skills , Finance, Financial Audit, Financial Operations, Leadership, Logistics, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Operations Management, Organizational Skills, Performance Metrics, Plan Meetings, Polish Language, Project Management Software, Project/Program Coordination, Project/Program Management, Proofreading, Public Administration, Reconciliation, Reimbursement, Team Player, Technical Leadership, Time Management, Travel Planning, Willing to Travel
LOCATION
Houston, TX
POSTED
Today
Job Description
***Please note: This position is onsite and not remote. Candidates must be based in the Houston area, as relocation assistance is not provided. Only individuals authorized to work in the U.S. will be considered.***

Job Title: Executive Assistant

Reports To: Business Operations Manager

Job Type: Contract to Permanent

Job Salary: $33-$36/hour *dependent on experience*

Job Schedule: M-F, 40 hrs/week

Job Location: Houston, TX 77002 (on-site)

OVERVIEW

Provide high-level executive support to senior leadership while owning select operational responsibilities that keep leadership and programs running smoothly. This role combines complex calendar and travel management, confidential gatekeeping, non-technical project coordination, multi-budget tracking, event support, and creation of polished executive presentations and written communications.

The ideal candidate thrives in a fast-paced environment, demonstrates strong time management, brings high energy, and can effectively support multiple leaders while maintaining a positive, team-oriented mindset.
CORE RESPONSIBILITIES

Executive support and scheduling - Manage complex, high-volume calendars across multiple leaders using Outlook; coordinate domestic and international travel, prepare itineraries, screen and prioritize requests, and serve as a protective gatekeeper for senior leadership.

Event coordination and setup - Plan and support internal and external meetings and events, including logistics coordination, materials preparation, room setup, technology coordination, and day-of execution.

Project coordination - Lead non-technical, cross-department initiatives from planning through closeout; maintain project trackers and status updates in a project management tool.

Budget tracking and financial operations - Monitor and report on multiple program budgets; review and process vendor invoices and reimbursement requests; prepare documentation for finance or audit inquiries.

Presentations and design - Produce executive slide decks and one-page reports in PowerPoint with a strong design eye; edit and polish slides and written materials for leadership.

Writing and editing - Draft, proofread, and refine executive communications, briefings, and talking points with strong attention to tone and accuracy.

Stakeholder engagement - Coordinate meetings and follow-ups with internal partners (HR, IT, Communications, Facilities, Finance) and external vendors; escalate issues appropriately.

Confidentiality and protective support - Handle sensitive information discreetly and act as a trusted, protective liaison for confidential programs and executive matters.

Other duties - Support recurring and one-time operational programs and perform additional tasks to ensure continuity and audit readiness.

Requirements

REQUIRED EDUCATION & EXPERIENCE
  • Associate degree plus six (6) years relevant experience in project coordination/management, administrative/executive support, public administration, or a related field
  • Bachelor's degree preferred
Experience with budgets, project coordination, and senior leadership support will be verified during the hiring process.

SKILLS, TOOLS, AND ATTRIBUTES
Core Requirements
  • 7-10 years of administrative and/or executive support experience
  • Advanced calendar management across multiple leaders/calendars (Outlook) - critical requirement
  • Proven ability to support multiple executives simultaneously
  • Strong time management and prioritization skills
  • Ability to work efficiently in a fast-paced environment
  • Exceptional writing, editing, and communication skills
  • Demonstrated discretion and a protective, solutions-oriented mindset
Technical Skills
  • Advanced proficiency in Microsoft Office Suite:

    • Outlook (calendar management)
    • PowerPoint (executive presentations)
    • Excel (tracking and reporting)
    • Teams (collaboration)
  • Experience with project management platforms (Monday.com, Asana, Smartsheet, or equivalent)
  • Familiarity with DocuSign or e-signature tools
Project and Financial Skills
  • Non-technical project coordination
  • KPI tracking and reporting
  • Basic budget reconciliation
  • Invoice and reimbursement processing
Presentation and Design
  • Advanced PowerPoint skills with a polished design eye for executive materials
Personal Attributes
  • High energy with a proactive approach
  • Strong team player with a positive, "can-do" attitude
  • Detail-oriented, organized, and calm under pressure
  • Comfortable managing competing priorities and shifting demands
WORK MODEL AND PHYSICAL DEMANDS

Work model: Full-time with typical hours Monday-Friday; occasional evenings, weekends, and holidays may be required

Environment & demands: Office setting using standard equipment; predominantly sedentary with occasional lifting up to 20 pounds

About the Company

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Smarter HR Solutions LLC

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