Executive Assistant

Description

Executive Operations Assistant

We are seeking a highly organized, proactive, and dependable Executive Operations Assistant to support both the CEO and the day-to-day operational functions of a fast-paced immigration law firm.

This role combines executive support, administrative coordination, records management, mail handling, and operational logistics into one highly important position designed to keep both the office and the CEO organized, efficient, and running smoothly

The ideal candidate is someone who thrives on structure, follow-through, and maintaining order. You will help manage schedules, organize documents and physical spaces, coordinate appointments and logistics, handle mail and scanning, run local errands, and ensure important tasks and deadlines do not fall through the cracks.

This is a hybrid role involving both remote administrative work and in-person responsibilities in the Sugar Land/Houston area.

Success in this role means the CEO's time is protected, records are organized, mail and documents are handled properly, and daily operations run smoothly without constant supervision.

Most people are not a fit for this role.

This position requires reliability, initiative, discretion, strong organizational skills, and the ability to consistently follow through without needing repeated reminders. If you are the type of person who naturally creates order, notices missing details, and enjoys helping things run smoothly, we would like to hear from you.

Responsibilities

• Calendar & Deadline Management
• Task Tracking & Follow-Through
• Mail & Document Handling
• File Digitization & Records Management
• Personal & Business Logistics
• Driving & Errands
• Organization & Environment Management
• Email & Administrative Support
• Household Coordination

What Success Looks Like
• The CEO's schedule is organized, realistic, and consistently followed
• Deadlines, mail, and tasks are handled proactively and accurately
• Physical and digital records remain organized and easy to retrieve
• The CEO does not need to repeatedly follow up on routine tasks
• Mail, scanning, filing, and operational logistics are consistently handled without issues
• Nothing falls through the cracks

Qualifications

Required Experience
• Proven experience in an Executive Assistant, Administrative Assistant, Operations Support role, or any role that requires strong organization, patience, initiative, and follow-through
• Experience supporting a busy professional, a family, or office environment
• Demonstrated ability to manage schedules, appointments, correspondence, records, projects, and day-to-day logistics with minimal supervision.
• Experience balancing multiple priorities, deadlines, and requests in a fast-paced environment.
• Ability to handle confidential and sensitive information with discretion and professionalism.

Communication
• Excellent written and verbal communication skills in English.
• Ability to communicate professionally and effectively with staff, clients, vendors, service providers, and community partners.
• Strong judgment in determining which matters require immediate attention and which can be delegated, scheduled, or handled independently.
• Ability to manage a high volume of emails, phone calls, messages, mail, and other correspondence while maintaining accuracy and professionalism.
• Spanish fluency is preferred but not required.

Core Skills & Competencies
• Exceptional organizational skills and attention to detail.
• Strong time management and task management abilities.
• Proven ability to prioritize competing responsibilities and meet deadlines.
• Reliable, accountable, and consistent in carrying out responsibilities.
• Proactive and resourceful, with the ability to anticipate needs and solve problems independently.
• Strong critical thinking and sound judgment.
• Ability to maintain confidentiality and exercise discretion in all matters.
• Comfortable serving as a gatekeeper, helping protect executive time and ensuring priorities remain on track.
• Persistent and thorough in following up on tasks, projects, and commitments until they are completed.

Practical Requirements
• Must be be located in or near the Sugar Land area, or willing to commute locally.
• Valid driver's license and clean driving record.
• Reliable personal transportation.
• Comfortable running business-related errands and handling in-person responsibilities several times per week.
• Comfortable working in a hybrid environment that includes both remote and in-office responsibilities.
• Ability to perform light physical tasks such as filing, organizing, scanning, sorting mail, and moving documents or office materials.

Tech & Tools
• Proficiency with Google Workspace, Microsoft Office, or similar productivity software.
• Comfortable managing calendars, scheduling appointments, and coordinating logistics using digital tools.
• Experience with Gmail, Outlook, or comparable email platforms.
• Ability to learn new software, systems, and processes quickly.
• Strong general computer and technology skills.

Personality Fit
• Naturally organized and structured
• Takes ownership without needing repeated reminders
• Calm, dependable, and solution-oriented
• Enjoys creating order and maintaining efficient systems
• Able to handle both routine and unpredictable tasks with professionalism
• Service-oriented with a strong commitment to supporting the success of the executive and the organization.

Compensation
• $22 - $24 hourly DOE, negotiable
• Fixed $100 monthly driving stipend for mail
• Additional IRS mileage reimbursement provided for other approved business-related travel in accordance with firm policy
• Opportunity for long-term growth and increased responsibility within the organization