Executive Assistant

A leading company is seeking an Executive Assistant to join the team. This role supports the SVP of Marketing and Experience in a fast-paced environment and is critical in ensuring smooth operations, maintaining efficient communication, and assisting in the execution of marketing and experience initiatives. The Executive Assistant is responsible for providing comprehensive administrative, project management, and event coordination support across internal and external stakeholders.

Salary:

• $75,000–$85,000

Location: Houston, TX

Type of Position: Temp-to-Hire

Responsibilities:

• Manage the SVP's calendar, schedule meetings, and coordinate appointments, ensuring proper time management and prioritization.
• Handle travel arrangements, including flights, hotel accommodations, and itineraries, for business trips.
• Prepare and organize meeting agendas, take meeting minutes, and track action items for follow-up.
• Assist in creating and editing presentations, reports, and documents for internal and external stakeholders.
• Maintain and organize files, both digital and physical, ensuring easy access to important documents.
• Assist the SVP with project management tasks by maintaining timelines, tracking progress, and ensuring tasks are completed on schedule.
• Coordinate cross-functional meetings and communications to facilitate project success.
• Help prioritize tasks and manage the SVP's workflow to optimize efficiency.
• Communication Liaison Serve as a point of contact for internal and external communications on behalf of the SVP.
• Draft emails, memos, and other communications, maintaining professional and concise messaging.
• Coordinate communication between the SVP and other departments, ensuring all stakeholders are informed and aligned.
• Provide administrative support for Experience Team projects, ensuring timelines and deliverables are met.
• Coordinate with external vendors, agencies, and internal teams to facilitate experience initiatives and campaigns.
• Assist in organizing events, activations, or experience engagements, including coordinating logistics, materials, and team schedules.
• Manage invoices and process payments for the Experience Team, working closely with the SVP of Experience and the Finance Team.
• Event and Meeting Planning Assist in the coordination of internal and external events, including Experience Team meetings, team off-sites, and conferences.
• Help set up virtual or in-person meetings, including providing technical support as needed (e.g., setting up video conferences).
• Ensure event materials are prepared and distributed in advance, including presentations, promotional materials, and agendas.
• Perform other administrative tasks as needed to support the SVP’s goals and ensure smooth daily operations.
• Support department and Team needs as required.

Requirements:

• Bachelor's degree or equivalent experience in Business Administration, Marketing, Communications, or related field
• 3+ years of experience in an administrative assistant or executive assistant role, ideally within a marketing, creative, or business environment
• Exceptional organizational and time-management skills with the ability to manage multiple priorities
• Strong verbal and written communication skills, with the ability to interact professionally with internal and external stakeholders
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools (ClickUp or similar)
• A proactive, solutions-oriented attitude with the ability to think ahead and anticipate needs
• Experience in event planning or marketing coordination is a plus
• Attention to detail, adaptability, discretion, and the ability to work independently