Executive Assistant Job at H+M Industrial EPC in Pasadena

Position Title: Executive Assistant

Reports to: COO

Position Status: Permanent – Part Time

FLSA Status: Non- Exempt

Location: In Office – Pasadena, Texas

Work Schedule: Standard schedule is Monday through Friday, with flexibility for occasional after-hours support as needed. Flexibility on Fridays for remote work.

Purpose: The Executive Assistant provides high-level administrative support to executive leadership. This role goes beyond typical administrative tasks, requiring critical thinking, problem-solving, and proactive involvement in executive projects and initiatives. The Executive Assistant serves as a trusted partner, ensuring efficient operations and enabling the executive team to focus on high-priority activities.

Core Job Responsibilities

• Serve as the primary liaison between the executive and internal/external stakeholders, maintaining professionalism and confidentiality.
• Manage executive calendars, including scheduling meetings, appointments, and travel arrangements, with an emphasis on prioritizing conflicting demands.
• Assist in the preparation of presentations, reports, and other executive-level documentation, ensuring accuracy and attention to detail.
• Conduct research and provide data analysis to support executive decision-making.
• Anticipate the needs of the executive team by proactively identifying opportunities to streamline processes and optimize workflows.
• Coordinate and organize high-level meetings, including preparation of purpose/outcomes/agenda, distribution of materials, and recording minutes or action items as necessary. Follow-up to ensure all assigned actions are satisfactorily closed out by responsible parties.
• Handle confidential and sensitive information with the utmost discretion.
• Assist in planning and executing special projects and initiatives as directed by the executive team.
• Track progress on key strategic goals and projects, following up with stakeholders as needed to ensure timely completion.
• Provide executive-level support in handling inquiries, resolving issues, and problem-solving as they arise.

Essential Skills & Qualifications

• A minimum of a high school diploma or G.E.D. equivalent is required.
• Minimum 5-7 years of experience providing executive-level administrative support.
• Exceptional organizational, communication, and interpersonal skills with the ability to build relationships across the organization.
• Strong critical thinking and problem-solving skills, with the ability to work independently and make informed decisions.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and capable of learning additional software and tools as required.
• Demonstrated ability to manage multiple tasks and priorities in a fast-paced, dynamic environment.
• High level of integrity and discretion in handling confidential information.
• Strong attention to detail, accuracy, and the ability to anticipate the needs of executives.
• Proactive mindset with a "can-do" attitude, adaptable to changing priorities.

Physical Requirements

• Occasionally lift objects weighing up to 25 pounds
• Sit for long periods of time
• Use hands and arms to reach for, grasp and manipulate objects

Environment: Typical office setting with occasional exposure to other settings, such as off-site meetings or events. Flexibility to travel as required to support executive engagements.