Executive Assistant to Executive Vice President Job at McNair Interests in Houst

Description

Education and/or Experience

• A bachelor's degree from an accredited college or university or equivalent work experience is preferred.
• A high school diploma is required.
• A minimum of ten (10) years of administrative work experience is required, preferably supporting C-suite executives in the investment, financial, or legal industry.
• Familiarity with financial terms, processes, and investment environments (experience in private equity, asset management, private trust, or public equities is a plus).

Qualifications

The requirements listed below are representative of the knowledge, skill, and/or ability required:

• Advanced and in-depth proficiency in Microsoft Office software applications, emphasizing Excel, Word, and PowerPoint.
• Experience with financial models and portfolio management systems is advantageous.
• Excellent verbal and written communication skills, with a professional demeanor in representing the office internally and externally.
• Strong organization and time management skills to manage and prioritize diverse executive tasks.
• Keen sense of attention to detail, demonstrating an ability to produce accurate deliverables consistently.
• Ability to draft, review, and edit documents, including presentations, memos, reports, and correspondence.
• Experience with reviewing and summarizing legal documents and/or contracts is advantageous.
• Ability to work effectively under pressure and within deadlines.
• High level of initiative with the ability to think proactively and utilize creative problem-solving skills.
• Experience managing complex calendars, coordinating meetings, travel arrangements, and high-level events.
• Display strong interpersonal skills for working with board members, officers, and external partners.
• Demonstrated ability to handle confidential and sensitive information with discretion.
• Ability to work independently with minimal supervision and make sound decisions under pressure.
• A team-oriented mindset, willing to assist where needed across the company.
• Adaptability and flexibility to respond to the shifting needs of a dynamic and growing organization.
• Ability to provide in-office support to senior executives during core business hours (8:30 AM - 5:30 PM).
• Ability to project a professional demeanor at all times.

Duties and Responsibilities

• Executive Support:

• Manage and maintain complex calendars for the Officer and board members, scheduling meetings, appointments, and events with internal and external stakeholders.
• Coordinate and arrange executive travel, including flights, accommodations, transportation, and itineraries, and manage the repayment of all Officer expenses incurred.
• Screen, prioritize, and handle incoming communications (emails, calls, correspondence), responding on behalf of the Officer when appropriate.
• Prepare meeting agendas, materials, and reports for the Officer before internal and external meetings.
• Ensure the Officer is well-prepared for meetings, including gathering background information, creating briefing documents, and anticipating needs.

• Project Management & Coordination:

• Assist the Officer in managing high-priority projects and tracking milestones, deliverables, and timelines.
• Coordinate with various departments to ensure that tasks and initiatives progress and are executed according to the set timelines.
• Follow up with teams and individuals on action items from meetings or project-related discussions.
• Support the Officer in managing and coordinating strategic initiatives, ensuring proper delegation, and tracking progress.

• Communication & Correspondence:

• Draft, review, and edit emails, memos, reports, presentations, and other documents on behalf of the Officer.
• Serve as the point of contact between the executive office and internal departments, board members, and external partners.
• Handle confidential communications with discretion, ensuring the integrity of sensitive information.
• Organize and maintain files, records, and databases, both digital and physical, ensuring easy access to essential information.

• Meeting & Event Planning:

• Organize and coordinate executive and board meetings, including logistics, catering, and audiovisual arrangements.
• Take detailed minutes during meetings, circulate them to relevant parties, and ensure follow-up on action points.
• Coordinate and manage special events, client meetings, and conferences involving the Officer, ensuring smooth execution from planning to post-event tasks.

• Travel & Logistics Management:

• Plan, book, and manage all travel arrangements for the Officer, including flights, accommodations, ground transportation, and dining reservations.
• Prepare detailed itineraries and ensure that travel-related documentation, such as passports, visas, and expense reports, are up-to-date and accessible.
• Handle travel-related changes and issues in real-time, ensuring minimal disruption to the Officer's schedule.

• Administrative Support:

• Manage and process expense reports for the Officer, ensuring timely submission and reconciliation.
• Monitor and prioritize the flow of internal documents and approvals requiring the Officer's attention.
• Handle personal and professional tasks as needed, ensuring the Officer's workday is streamlined and efficient.
• Maintain the office of the Officer, including supplies, document organization, and appearance.

• Relationship Management:

• Liaise with board members, family members, clients, and external stakeholders on behalf of the Officer, maintaining strong relationships.
• Ensure seamless communication between the executive office and the rest of the organization.
• To support business operations and build and maintain professional relationships with vendors, service providers, and other external parties.

• Confidentiality & Discretion:

• Handle all sensitive and confidential information with the utmost discretion, ensuring that data is appropriately safeguarded.
• Protect the privacy of the Officer's professional and personal information, maintaining the highest ethical standards in handling all matters.

• Process Improvement & Efficiency:
• Identify opportunities to improve operational processes, workflows, and procedures to increase the efficiency of the Officer's office.
• Implement tools and systems that enhance executive office communication, organization, and task management.

Travel Requirements

None standard, though occasional local travel related to event planning and/or execution.

Work Environment

This job operates in a professional office environment and uses standard office equipment such as computers, phones, photocopiers, scanners, and filing cabinets.

Physical Demands

While performing this job's duties, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee is sometimes required to lift and/or move up to 25 pounds, open filing cabinets, stoop, kneel, or crouch. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.