Executive Admin Assistant

Job Description

Job Description

Description:

Position Summary

The Executive Administrative Assistant provides high-level administrative and operational support to company executives and management while serving as a central point of coordination for the Houston corporate office.

This is a highly visible, hands-on position requiring an experienced administrative professional who is organized, proactive, personable, resourceful, and comfortable interacting with executives, employees, customers, vendors, and outside service providers.

In addition to traditional executive administrative responsibilities, this position oversees the day-to-day coordination and general organization of the Houston office, including company meetings and luncheons, employee and customer events, travel arrangements, office services, maintenance needs, and vendor coordination.

The ideal candidate is a self-starter who anticipates needs, takes ownership, communicates confidently, and can manage multiple priorities with minimal direction while maintaining professionalism and discretion.

Essential Responsibilities

Executive & Management Support

• Provide administrative support to the Company Partner, President, executives, and management team.
• Manage and coordinate calendars, meetings, appointments, schedules, and related communications.
• Coordinate management and company meetings, including scheduling, meeting space, meals, materials, agendas, and other logistical needs.
• Coordinate business travel for management and sales personnel, including flights, hotels, transportation, itineraries, and related arrangements.
• Prepare, format, proofread, and distribute correspondence, presentations, reports, agendas, memos, and other business materials.
• Assist with special projects, research, reporting, and other executive requests.
• Handle confidential and sensitive information with a high level of discretion and professionalism.

Office Coordination & Operations

• Serve as a primary liaison and resource for departments within the Houston office.
• Help ensure the office remains organized, professional, functional, and appropriately supplied.
• Prioritize and coordinate multiple ongoing office needs and resolve routine issues independently.
• Order and maintain office, kitchen, cleaning, and general workplace supplies.
• Receive and distribute mail and coordinate outgoing correspondence and deliveries as needed.
• Coordinate maintenance and repair needs for the office, including communication and scheduling with building management and outside vendors.
• Coordinate service providers including electricians, plumbers, maintenance contractors, office equipment providers, cleaning services, and other vendors as needed.
• Monitor vendor appointments and service requests through completion and communicate issues or follow-up needs to management.
• Coordinate maintenance of office equipment, scanners, and other shared office resources.
• Assist with errands and other administrative or operational needs when necessary.

Meetings, Events & Hospitality

• Plan and coordinate company luncheons, management meetings, employee functions, and other in-office events.
• Assist in planning and coordinating company holiday events and customer appreciation functions.
• Coordinate venues, catering, invitations, vendors, decorations, supplies, schedules, and other event logistics.
• Serve as an on-site point of contact during company meetings and events to ensure details are handled professionally and efficiently.
• Provide a welcoming and professional experience for customers, vendors, visitors, and employees entering or interacting with the Houston office.
• Anticipate meeting and event needs and proactively address details before they require management involvement.

General Administrative Support

• Answer and appropriately direct incoming telephone calls and visitors.
• Maintain organized electronic and physical filing systems.
• Learn and utilize company software, databases, and administrative systems.
• Assist other departments and team members when necessary to meet deadlines or address office priorities.
• Take ownership of assigned projects from planning through completion with minimal supervision.
• Perform additional clerical, administrative, operational, and special-project duties as assigned.
• Maintain flexibility for occasional overtime or after-hours assistance associated with company meetings, events, travel, or other business needs.

Requirements:

Core Competencies

The successful candidate should demonstrate:

• Exceptional interpersonal and social skills with the ability to comfortably interact with executives, employees, customers, and outside business partners.
• A polished, professional, approachable demeanor and strong customer-service mindset.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Exceptional attention to detail and follow-through.
• The ability to anticipate needs and take initiative without waiting for detailed instruction.
• Strong judgment and practical problem-solving skills.
• Confidence managing vendors, service providers, scheduling conflicts, and unexpected office needs.
• Ability to manage multiple priorities and remain composed in a fast-paced environment.
• High level of discretion, loyalty, professionalism, and confidentiality.
• Ability to work independently while maintaining strong communication with management.
• Resourcefulness and willingness to take ownership of tasks outside traditional administrative responsibilities when needed.
• Strong working knowledge of standard office technology, word processing, email, calendars, spreadsheets, presentations, and related business software.
• Consistent dependability, reliability, accountability, and initiative.

Education & Experience

• Minimum 3–5 years of progressively responsible administrative or executive assistant experience , preferably supporting senior-level executives or management in a corporate or professional business environment.
• Prior experience coordinating executive calendars, business travel, meetings, and company events strongly preferred.
• Experience managing office vendors, facilities needs, or general office operations is highly desirable.
• High school diploma or equivalent required; additional business or administrative education is a plus.
• Demonstrated experience working independently and exercising sound judgment with confidential or sensitive matters.
• Strong professional references reflecting dependability, discretion, organization, and interpersonal ability.

Work Environment & Schedule

This is a full-time, in-office position working approximately 40 hours per week. The role requires regular interaction with executives, employees, customers, vendors, and visitors and may occasionally require additional hours associated with meetings, company events, or other business needs.

The position involves sitting, standing, and walking intermittently within a professional, temperature-controlled office environment.

The above is intended to describe the general content and requirements of this position and is not intended to be an exhaustive statement of all duties, responsibilities, or requirements.

Action Gypsum Supply LP is an Equal Opportunity Employer (EOE), M/F/H/V.