Executive Assistant to the President

Administrative Houston, Texas


Description

Position at McNair Interest

Summary

The Executive Assistant is responsible for performing all administrative functions required by the President.  They provide backup administrative support to McNair Interests C-suite executives and assist other executive assistants as necessary. They represent McNair organizations with the utmost level of professionalism. They cultivate and maintain positive and effective working relationships with all individuals conducting business with McNair organizations.

 

Education and/or Experience

  • A bachelor's degree from an accredited college or university is preferred.
  • A high school diploma is required.
  • Minimum of five (5) years of administrative work experience at the executive or C-level required.
  • Proficiency in Microsoft Office.
  • iManage experience is a plus.

 

Qualifications

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

  • Ability to manage and prioritize diverse tasks.
  • Strong organizational and time management skills.
  • Ability to consistently produce accurate work product and maintain attention to detail.
  • Proactive and take-charge mentality in performing duties.
  • Strong interpersonal relationship skills and the ability to work effectively in a dynamic family office setting.
  • Effective verbal and written communication skills.
  • Proficiency in Microsoft Office software applications.
  • Ability to work with others as a team.
  • Professional demeanor.
  • Ability to maintain confidential and/or proprietary information.
  • Ability to create, manage, and organize documents.

 

Duties and Responsibilities

  • Assist in the drafting and revising of various documents, including proofreading work for accuracy for the President's review and signature.
  • Draft and distribute materials to designated parties and track through completion/execution as may be required.
  • Maintain President's files and manage the document management process per the company policy. 
  • Work with other departments by coordinating meetings, locating files, providing requested documentation, etc.
  • Responsible for planning, coordinating, and managing executive and company retreats, strategy meetings, holiday parties, and other special events.
  • Review invoices and provide the accounting department with payment and transfer funds information as required.
  • Attend and record minutes and action items in management staff meetings.
  • Manage offsite storage for records retention and destruction in keeping up with automated dates for destruction. 
  • Prepare expense reports and reconcile pCards for President, Chairman/CEO, and Medical Director promptly. 
  • Manage President's extensive calendar, with duties to include, but not be limited to, scheduling appointments, creating itineraries, presentation materials, and all other meeting-related items, and making all travel arrangements as required.
  • Coordinate all travel arrangements for the President and others if requested.
  • Represent the company at highly visible and prestigious events and serve as an event hostess, event planning as necessary. 
  • Responsible for office management duties for three suites in the Redstone building, including office moves, procurement of office furniture, artwork, office maintenance, and other related items.
  • Screen incoming calls and open, sort, and route President's mail as directed.
  • Assist with charity donation requests.
  • Perform various other special project duties or tasks as assigned from time to time by the President.