Executive Administrative Assistant Job at OuterBox in Houston

OuterBox is seeking an organized and proactive Executive Administrative Assistant to provide administrative and operational support, as well as assist the executive team, including the CEO. This dynamic role combines office management responsibilities with executive-level support, including calendar management, travel coordination, and communication with various internal and external stakeholders. The ideal candidate will have excellent multitasking abilities, strong communication skills, and experience managing complex schedules and relationships with multiple stakeholders.

Cohesive Culture + Good Humor + Combined Skills = Awesome Results

At OuterBox, what we won't stop doing is winning as a team for our clients, while at the same time winning for each other as both professionals and individuals. We know our awesome wins start with our incredible people, which is why for over 20 years we've created-and continuously refined-a team-centric work culture that is rooted in trust, respect, accountability, appreciation, fun, and collaboration. The Plain Dealer & Cleveland.com demonstrate this by having awarded OuterBox as a Top Workplace for three years running in 2022-2024!

What You Get To Do Every Day

Office Management & Administrative Support:

1. Phone Management:Interact with current & future Customers by answering phone calls with professionalism and collaborating with Teammates internally to direct calls appropriately.
2. Guest & Visitor Experience:Greet and welcome guests to the office, assisting with security protocols and ensuring a positive first impression for all visitors.
3. Leasing Office Coordination:Serve as the primary point of contact for the leasing office across all three office locations, ensuring timely communication and resolution of any issues.
4. Maintenance Management:Oversee and manage all maintenance requests for all locations, coordinating with vendors and ensuring timely repairs and upkeep.
5. Office & Kitchen Supply Management:Handle the ordering and inventory of office supplies, ensuring stock levels are maintained and the office remains fully equipped.
6. Mail Handling: Manage inbound and outbound mail, ensuring accurate distribution and handling of all mail-related tasks.
7. Event Support: Assist in planning and executing office events, supporting logistics and coordination efforts.

Executive Assistant Support:

1. Calendar Management: Own and manage the CEO's calendar, coordinating meeting cadences, sending out reminders, and ensuring smooth scheduling. Anticipate and address scheduling conflicts proactively.
2. Group Calendar Management:Coordinate and manage the executive team's group calendar, ensuring that all meetings are scheduled effectively and stakeholders are informed in advance.
3. Travel Coordination:Book and manage travel arrangements for the executive team, ensuring that all logistics, including flights, accommodations, and transportation, are efficiently coordinated.
4. General Administrative Requests:Support the CEO and executive team with various administrative tasks, including document preparation, correspondence, and general office management.
5. Presentation Materials Development:Assist the CEO and executive team in creating presentations and slide decks for meetings, ensuring content is clear, concise, and visually appealing.

What You Bring To The Role:

• 3+ years of experience in an executive assistant or office management role, with experience working with multiple stakeholders.
• Excellent organizational skills with the ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Strong written and verbal communication skills, with the ability to engage professionally with senior leadership, colleagues, and external parties.
• High level of familiarity with calendar management and travel booking tools.
• Experience in preparing executive-level presentations (e.g., slide decks).
• Strong attention to detail and ability to handle confidential information with discretion.
• Demonstrated ability to work independently and collaborate with cross-functional teams.
• Ability to thrive in a fast-paced, dynamic environment and manage competing priorities.

Additional Skills:

• Proven experience handling executive-level calendar and travel coordination, including anticipating the needs of senior leaders.
• Ability to engage and maintain positive relationships with multiple stakeholders, both internal and external.
• Customer service-oriented with a professional and approachable demeanor.
• Flexibility to adapt to changing priorities and contribute to ad-hoc tasks as needed.

Work Environment:

• This position is based in the Houston office
• The role requires frequent interaction with senior leadership, internal teams, external vendors, and visitors, providing an engaging and dynamic work environment.