Executive Assistant - 16507

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Position type : Full-time

Hours : Monday – Friday, 8 : 30 – 5 : 30 CT

Location : Global (English proficiency is more important)

Salary : $1200 - 1800

PTO : 10 days PTO + 9 U.S. holidays

Houston-based boutique consulting firm is focused on helping small to mid-size companies and professional service firms achieve their next stage of growth. The firm does this by partnering closely with existing or incoming management teams to improve the sales, marketing, HR and other back-office functions of an organization. The firm’s partners frequently act as a fractional chief marketing officer and / or chief human resources officer to its clients, which requires the team to be nimble, resourceful and efficient.

This firm is excited to welcome their newest member to the team, someone who is the ultimate taskmaster and will help manage the administrative aspects of our business. This role will serve as the right-hand to the firm’s partners, managing calendars and vendors. This role involves effective email and task list management, proactive communication and solid gumption. The firm is known for being highly responsive and maintaining a white-glove approach for their clientele.

Key functions

• Act as the go-to resource during standard business hours for all partner-related requests and Firm clients, as needed
• Act as traffic controller for firm’s central project planner (Notion)
• Manage third-party IT support and hardware / software purchases
• Manages filing systems
• Coordinate meetings and other client account needs
• Improve vendor and client onboarding workflows
• Timekeeping support to partners, including certain reports in prep of bookkeeping and invoicing
• Dropbox file organization, including general clean-up and improved permissions controls
• Calendar management
• Follow up and confirm upcoming appointments
• Create templates for existing commonly used vendor, employment and other contracts
• QuickBooks support, including setting up new clients and vendors and supporting the drafting of invoices, when needed
• Book travel and research venues for Firm and client events
• Develop itineraries, agendas and other support to past or future meetings
• Manage communication with tools like UpWork
• Research solutions or source potential vendors, as needed
• Liaise with vendors, such as the printer, on both Firm and client projects
• Billable projects appropriate to the role and skill level, as assigned
• Email management and organization or multiple inboxes
• Coordination of client gifts / ordering
• Work closely with the firm’s contractors to efficiently and seamlessly execute on needed solutions
• Develop and maintain rapport with external vendors, such as printers, and research new resources, when needed
• Maintain standard operating procedures for the firm, while identifying opportunities to improve internal processes and streamline workflows, and update the firm’s SOPs accordingly
• Maintain firmwide client mailing list
• Manage consistent onboarding and offboarding checklists
• Maintain employee policies and related handbook

Skills and Qualifications

Key Attributes :

Education :

Reports to : Firm partners

Seniority level : Mid-Senior level

Employment type : Full-time

Job function : Other

Industries : Staffing and Recruiting

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