Executive Assistant

Job Description

Job Description

We are opening a brand-new corporate office in Southwest Houston, Texas, and we are hiring one Executive Assistant / Office Manager to help run it. The office is two people: the executive you support, and you. That is the whole team on site. The Executive Assistant / Office Manager we hire will have real ownership from the first week, starting with standing the office up — furniture, internet, supplies, vendors are not ordered yet, and that is the first project on your desk.

This is not a receptionist role and it is not a coverage role. The Executive Assistant / Office Manager here is a right-hand hire: someone who can be handed a half-formed problem and hand back a finished answer. If your background is small-company or startup administrative work — five or six shifting responsibilities, no one standing over you, everything landing on your desk — this job was built for you. If you come from a large company where your role was two or three narrowly defined tasks, or you need a written scope and a supervisor in the room, this is not the right fit and you will not enjoy it. Small-company or startup experience is the single thing we are screening hardest for in an Executive Assistant / Office Manager.

The executive you support has worked remotely for years, keeps flexible hours, is frequently offsite, and travels out of state about once a month. You will regularly be the only person in the office. That suits some people perfectly and makes other people miserable — be honest with yourself about which one you are before you apply.

What You'll Do

• Pay company bills and support the accounts payable (AP) workflow in QuickBooks

• Own purchasing projects start to finish. Example: we need a vehicle for a team member. You research it, narrow it to four real options, and come back with your recommendation for sign-off

• Stand up and run the new office: furniture, internet, supplies, vendor relationships

• Send prepared company communications from the executive's drafts (benefits and insurance enrollment, internal announcements), order and ship new-hire gifts ahead of start dates, and keep insurance, ownership-transition, and other documents moving

• Handle same-day requests as they come up: pickups, deliveries, whatever the day needs

Qualifications

• 2+ years as an Executive Assistant (EA), Office Manager, or Administrative Assistant at a small business, startup, or single-site office. Small business owners and people who have run the back office of one are strongly encouraged to apply

• QuickBooks or comparable accounts payable (AP) / bookkeeping experience

• A track record of taking a vague instruction and returning a finished result, and of following through without reminders

• Works productively with no manager physically present

• Discretion with confidential material — payables, ownership documents, employee information

• Flexible, not rigid. Priorities shift daily here. If you need a fixed routine, this will be a stressful job

What We Offer

• $55,000 – $65,000 per year, depending on experience

• Monday through Friday, 9:00 AM to 5:00 PM, on site. After-hours work is not the expectation for this role

• 13 floating holidays. The office follows a holiday calendar with clustered closures in September and October, and floating days are allocated so everyone can take the days that matter to them

• A brand-new office you get to set up the way you think it should run

• Growing autonomy — sign-off gets lighter as you prove out your judgment

Apply

If you have run a small office, owned projects nobody handed you a checklist for, and liked it that way, apply for the Executive Assistant / Office Manager position today. We are looking to fill this quickly.

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