Executive Assistant to the CEO and Executive Team Job at Monique Helstrom in Bay

POSITION TITLE: EXECUTIVE ASSISTANT TO THE CEO & EXECUTIVE TEAM Location: Bay City, TX (ON-SITE POSITION) Reports to: Chief of Staff ORGANIZATIONAL OVERVIEW We are more than an engineering firm, and our mission embodies a vision greater than ourselves. As the company experienced rapid growth, our team gathered for a retreat to cast a vision and develop a roadmap for giving back. We are passionate about philanthropy, contributing both locally and globally. ABOUT THE CEO The CEO is driven by his WHY: to make a difference every day so the underdog can succeed. He is analytical, practical, and results-oriented, with a strong focus on solutions. Optimistic yet grounded. He is ambitious and reliable, and values accuracy and straightforward communication. A fast thinker and talker, he thrives on juggling multiple projects while remaining level-headed and balanced. With a servant’s heart and a passion for championing the underdog, he is dedicated to creating meaningful change in the world. POSITION SUMMARY Seeking a dynamic and resourceful Executive Assistant to provide high-level support to our CEO and Executive Team. This role is essential in ensuring seamless operations, enabling the CEO and leadership to focus on driving strategic initiatives. The ideal candidate is a confident communicator and master organizer who thrives in fast-paced environments, excels at managing competing priorities, and operates with discretion and professionalism. As a trusted partner, you will act as a central hub for communication and coordination, anticipating needs, solving problems, and fostering efficiency across the organization. This position offers a unique opportunity to play a key role in shaping the success of the firm by supporting its vision, strategy, and culture. ESSENTIAL DUTIES AND RESPONSIBILITIES CEO Management Look ahead with great foresight and anticipation, taking care of the CEO’s needs before he is aware of them. Keep him well informed of upcoming commitments and responsibilities, following up appropriately. Exhibit high empathy and understanding of the behaviors of a visionary. Take direction, ask questions, make a plan, and execute flawlessly without constant supervision. Dominate a vigorous calendar with ease, determination, and adaptability. This will include conflicting priorities, so you must understand the energy and needs of the CEO. Acknowledge and handle a large quantity of emails. Prepare executive responses, free of spelling, grammar, and punctuation errors. Create a strategy for email maintenance. Answer and respond to phone calls and maintain contacts. Research and book conventions and conferences. Travel planning. Maintain, stock, and tidy the CEO’s office, ensuring it’s ready for him upon arrival. Handle sensitive situations with tact, diplomacy, confidentiality, and good judgment. Manage personal tasks for the CEO as requested, including maintaining the family calendar and helping the CEO with dry cleaning and meals. Executive Team Management The Executive Team consists of four to five individuals working in various sectors of the business. Manage their calendars and emails, including scheduling travel, conferences, and appointments, and maintaining contact lists. Ensure executives are prompt for meetings. Draft executive responses to routine correspondence. Assist with task progression in various projects. Manage calls, messages, and relationship management. Enhance the executive teams’ efficiency to stay focused on strategic initiatives. Remove day-to-day obstacles to maintain the executive teams’ focus on company vision and direction. Meetings Participate in daily meetings with the CEO to review schedules and priorities. Coordinate internal and external meetings, including timing, catering, logistics, agenda items, and distribution of materials. Maintain organized correspondence and meeting documentation. Do what is possible to ensure the meetings are smooth, concise, and to the point. When in meetings with or for the CEO/Executive Team, pay attention, participate, take notes, and assume responsibility for the completion of meeting action items assigned to the CEO or Executive Team. Proactively seek out the people or information needed to solve meetings’ outstanding items. Culture Keeper Embody and promote Lynn Group’s values in all interactions. Assist in organizing company events to foster a positive culture. Build strong relationships within the company and community. Celebrate notable events by procuring cards or gifts. QUALIFICATIONS Resourceful & Decisive : You take proactive, decisive action when needed, especially during high-stakes situations when the CEO is unavailable. Focused & Persistent : You juggle high-priority tasks with ease, staying productive and assertively pursuing essential results without confrontation. Meticulous & Discreet : Your attention to detail ensures flawless communication and organization, while your professionalism maintains the highest level of discretion with sensitive information. Confident Communicator : You convey authority and clarity across all levels, speaking and writing with confidence and directness. Integrity & Accountability: You build trust by delivering on promises, owning your mistakes, and finding effective solutions. Adaptable & Resilient : You navigate change and shifting priorities with flexibility, positivity, and a calm, grounded approach to any pressures. Strong Relationship Builder: Skilled at developing professional relationships, you interact effectively with a diverse range of stakeholders. Organization & Prioritization : Exceptional organizational and time-management skills, with the ability to prioritize tasks and manage multiple responsibilities simultaneously. Analytical and Efficient : Utilize analytical skills to interpret and fulfill business requirements, along with the ability to propose practical solutions to improve processes. Maximizes productivity during working hours and assists with routine special projects. Kind & Personable: Caring, empathetic, enthusiastic about personal development, possess a servant’s heart, and is enthusiastic about making a difference. REQUIREMENTS Bachelor’s or Master’s Degree preferred. 5 years of experience as an Executive Assistant (C-Suite preferred). Expert in Microsoft Office 365 and HubSpot. Working on-site in Bay City, TX; no remote option available. Occasional travel may be required to support executive functions, land sales, and company events. BONUSES: Experience in engineering, construction, and land development. Experience working with a 501©3. Knowledge of the EOS System (Entrepreneurial Operating System). Familiarity with working in a family-oriented setting COMPENSATION: $75,000/year Hours: Full-time, non-exempt, year-round Benefits: Health, dental, and vision insurance, PTO, holidays, 401(k), professional development. Technology : A PC/laptop will be provided to you. Reviews: 30, 60, 90 days and annually. Disclaimer : This job description is only a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. The responsibilities, tasks, and duties of the person filling this role might differ from those outlined in the job description and various duties may be added or removed to this job function throughout the course of employment.