Executive administrative assistant jobs in Sugar Land, TX - 483 jobs

Senior Administrative Assistant Employment Type: Contract to Hire Schedule: M-F 8-5pm Pay: $38 - $43 / Hour DOE is eligible for medical, dental, vision, and 401(k). Description: Meeting coordination/scheduling Expense reporting Event Coordination Daily mailbox check and mail distribution Daily food replenishment & cleanup Food purchasing (coffee, perishables, snacks, drinks) Office cleanliness Office services (equipment maintenance, access cards, etc.) Office supplies and storage closet Building liaison (office issues, closures, security clearances, parking, etc.) Reception coverage Auditing information/reformatting Contact updates and additions Tracking interactions / meeting notes Qualifications: Minimum 5 solid years of EA experience/Sr. Admin experience (supported Senior to C level individuals). Proven experience working in a professional environment (O&G, legal, banking, investment, etc). Event planning experience.

ABOUT OUR CLIENT Our Client is a commercial real estate organization known for its dynamic leadership and fast-paced, high-performance environment. The company values precision, discretion, and operational excellence, and supports senior leadership with trusted professionals who thrive behind the scenes. ABOUT THE ROLE The Executive Personal Assistant will provide high-level administrative and personal support to the CEO, ensuring seamless day-to-day operations across both professional and personal responsibilities. This role is ideal for a highly organized, proactive professional who anticipates needs, exercises sound judgment, and handles sensitive matters with absolute discretion. RESPONSIBILITIES Provide comprehensive personal and executive administrative support to the CEO Manage billing, personal finances, and expense tracking for the CEO and family members Oversee payment schedules and coordination for household staff Coordinate meetings, appointments, complex travel arrangements, and conference calls Prepare agendas, briefing materials, and follow-up action items for meetings Take meeting minutes and ensure timely follow-through on deliverables Liaise with internal and external stakeholders including clients, vendors, and board members Screen, prioritize, and respond to incoming calls and emails on behalf of the CEO Draft, edit, and proofread correspondence, reports, and presentations Maintain highly organized electronic and paper filing systems Monitor daily AMEX activity for the CEO and staff, ensuring proper limits, payments, and receipt collection Prepare monthly reconciliation reports for both company and personal expenses Coordinate with the Office Manager to manage office supplies and vendor relationships Ensure the CEO's office environment remains organized, efficient, and fully functional QUALIFICATIONS Bachelor's degree in Business Administration, Communications, or a related field preferred Minimum of five years of experience in an executive assistant or similar senior administrative role Experience managing complex schedules, logistics, and competing priorities Strong organizational and time management skills with exceptional attention to detail Excellent written and verbal communication skills High level of discretion, professionalism, and confidentiality Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook Ability to multitask, prioritize effectively, and work independently with minimal supervision Strong interpersonal skills and a polished professional demeanor PREFERRED QUALIFICATIONS Additional training or experience as an Accounting Assistant or Administrative Assistant Prior experience supporting a C-level executive in a fast-paced environment

Executive Personal Assistant to HNW Principals, Family-Owned Spirits Distributorship, Houston, Texas The principals of a highly successful spirits distributorship/family office are looking for an Executive Personal Assistant to handle all things administratively for them and their family. This is an exciting opportunity to be a key strategic player on the team, helping to make sure the principals and family are well organized, on task and prepared for scheduled meetings, events and charitable involvement. The ideal candidate has 5+ years as an Executive Personal Assistant to a HNW family and understands the ‘high touch” service mentality required for success. The ideal candidate also thrives on being very organized and detail-oriented, a creative problem-solver that can roll up their sleeves and get a multitude of ad hoc projects completed successfully. Experience with QuickBooks a big PLUS. This is a 5 day a week in the office position. About the Job Manage the Principals calendars and coordinate/schedule meetings, personal and professional Optimize their time and priorities, acting as their gatekeeper Coordinate travel and logistics, including detailed itineraries, personal and professional Review bank accounts online and update QuickBooks accounts; pay bills through QuickBooks and reconcile multiple accounts for the main principals Issue payroll checks and prepare time sheets for ranch property Prioritize emails and craft emails and any other correspondence, as needed Be liaison to internal and external stakeholders; plan meetings including all logistics, catering and collateral materials; maintain conference rooms Be the “go to” in the office for any office management needs; supplies, snacks Plan dinners, special events and holiday initiatives Special ad hoc projects, personal and professional; registrations, renewing tickets, errands About You 5+ years supporting C-suite executives preferably Proactive and anticipatory mindset - always ten steps ahead High emotional intelligence and strong judgment; able to act independently Ultra-organized and detail-oriented with great project management skills Microsoft Office Suite; QuickBooks savvy; An interest in helping with Social Media postings a PLUS Strong communicator, diplomat, and relationship-builder; knows how to “read the room” Discreet, and trustworthy A warm engaging personality that likes to make sure everything is done with a ‘high touch” service mentality. Base salary plus discretionary bonus, Comprehensive health benefits

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations. Key Responsibilities: 1. Administrative Support: Manage billing and personal finances for a family business Oversee payment schedules for household staff Coordinate meetings, appointments, travel arrangements, and conference calls Liaise with internal and external stakeholders, including clients, vendors, and board members Maintain an organized filing system of paper and electronic documents 2. Meeting Coordination: Schedule and coordinate meetings and events, including preparing agendas, taking minutes, and following up on action items Ensure executives are well-prepared for meetings, including providing necessary materials and briefing notes 3. Travel Management: Arrange complex and detailed travel plans, itineraries, and agendas Compile documents for travel-related meetings. 4. Communication: Screen and direct incoming calls and emails; prioritize and respond appropriately Draft and edit correspondence, reports, and presentations Act as a point of contact between executives and internal/external clients 5. Personal Finances: Monitor daily activity of AMEX for CEO and staff Ensure payments are made, credit card limits are managed, and receipts are collected Put together a monthly reconciliation report for company and personal expenses 6. Office Management: Work with Office Manager to ensure office supplies and manage vendor relationships Ensure the CEO's office environment is organized and functional Skills and Qualifications: Bachelor's degree in Business Administration, Communications, or related field preferred Additional qualifications as an Accounting Assistant or Administrative Assistant are a plus Minimum of 5 years experience in an executive assistant role or similar capacity Experience in managing multiple priorities, administrative coordination, and logistics Exceptional organizational and time management skills Strong verbal and written communication abilities Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Ability to multitask and prioritize tasks effectively High degree of discretion and confidentiality Professional demeanor and strong interpersonal skills Ability to work independently with minimal supervision

Our client in Downtown Houston is seeking a highly experienced, discreet, and exceptionally organized Executive Assistant to support one of the firm's Managing Partners. This is a rare opportunity to work in a long-term, trusted partnership with a senior leader who values professionalism, loyalty, and balance. This is a dual Executive Assistant / Personal Assistant role, requiring a high level of trust, precision, and proactive support across both professional and personal matters. The Managing Partner entrusts this individual with the seamless management of his business and personal life. Key Responsibilities Own and manage a complex calendar with precision, including coordination of private travel, major events, and competing priorities Proactively manage and respond to emails on behalf of the Managing Partner with tact, sound judgment, and professionalism Coordinate extensive domestic and international travel (business and personal), end-to-end, without the use of a travel agency Serve as a primary liaison and ambassador to high-profile stakeholders, building trusted relationships with senior executives, investors, board members, and industry leaders Draft, edit, and manage correspondence on behalf of the Managing Partner Prepare high-quality presentations, reports, and meeting materials using PowerPoint, Excel, and Word Manage personal financial matters, including paying bills and overseeing expenses for two residences Schedule business and personal dinners, meetings, and engagements Attend select meetings and events to capture key takeaways, track action items, and ensure follow-through Maintain meticulous records and documentation across all responsibilities Uphold the highest level of confidentiality while handling extremely sensitive personal and business information This role is built on trust, honesty, and integrity-the most critical attributes for success. You are someone who: Has significant, proven experience supporting senior executives or partners Is calm under pressure and does not get flustered easily Is highly organized, detail-oriented, and methodical Is emotionally steady, drama-free, and easy to work with Exercises sound judgment and discretion at all times Is polished, professional, and confident when interacting with external stakeholders Can be relied upon to manage sensitive information with absolute confidentiality Takes pride in being dependable, friendly, capable, and thorough

Join a Global Leader in Workforce Solutions - Net2Source Inc. Who We Are Net2Source Inc. isn't just another staffing company, we're a powerhouse of innovation, connecting top talent with the right opportunities. Recognized for 300% growth in the past three years, we operate in 32 countries with a global team of 5,500+. Our mission? To bridge the talent gap with precision-Right Talent. Right Time. Right Place. Right Price. Job: Executive Assistant I Payrate: $25-$30/hr. on W2 Location: Stafford TX (On-Site) Duration: 12+ Months (Possible Extension) Key Responsibilities: Provide comprehensive administrative, operational, and business support to ensure smooth day-to-day department/unit operations. Coordinate and support planning/execution of events, meetings, and travel arrangements. Manage office supplies/inventory, including vendor negotiations. Maintain and update databases, distribution lists, and contact lists. Support operational guidelines and procedures. Conduct research and compile data for business initiatives and reports. Assist with basic invoice payments, bookkeeping, and financial transaction processes. Help prepare financial reports, documents, and presentations. Handle confidential information with discretion. Maintain an organized office environment and support executive team members. Assist with office equipment upkeep. Requirements: 5+ years of experience supporting executive-level management (required). Associate's degree required; Bachelor's degree preferred. Proven experience in administrative or operational support roles. Excellent written and verbal communication skills. Strong organizational, time management, and multitasking abilities. Proficiency in Microsoft Office Suite and database management. Ability to quickly learn new software and office systems. Why Work With Us? We believe in more than just jobs-we build careers. At Net2Source, we champion leadership at all levels, celebrate diverse perspectives, and empower you to make an impact. Think work-life balance, professional growth, and a collaborative culture where your ideas matter. Our Commitment to Inclusion & Equity Net2Source is an equal opportunity employer, dedicated to fostering a workplace where diverse talents and perspectives are valued. We make all employment decisions based on merit, ensuring a culture of respect, fairness, and opportunity for all, regardless of age, gender, ethnicity, disability, or other protected characteristics. Awards & Recognition America's Most Honored Businesses (Top 10%) Fastest-Growing Staffing Firm by Staffing Industry Analysts INC 5000 List for Eight Consecutive Years

This is a high-visibility role designed for a seasoned professional who thrives on complexity and meaningful responsibility. The position plays a critical role in supporting organizational effectiveness and supporting strategic initiatives across multiple departments and locations. We are seeking an experienced and polished professional who operates with precision in a fast-paced environment and brings a high level of judgment and discretion. The ideal candidate will serve as a trusted partner to senior leadership, seamlessly balancing complex administrative execution with strategic insight. This role offers a compelling opportunity to deepen impact, expand scope, and directly influence both operational excellence and the effectiveness of a key executive. Key Responsibilities: Executive & Administrative Support Own and strategically manage complex calendars across multiple time zones, anticipating conflicts and optimizing executive time. Lead preparation of meeting agendas and materials, and proactively track and drive completion of action items. Act as a trusted liaison between executive leadership and internal and external stakeholders, ensuring clear and effective communication. Draft, review, and manage high-level correspondence with exceptional accuracy, judgment, and professionalism. Safeguard sensitive corporate and personal information with the highest level of discretion and confidentiality. Committed to delivering exceptional service and supporting others to achieve their full potential. Travel & Logistics Management Coordinate complex domestic and international travel, including flights, accommodations, transportation, and detailed itineraries Track and optimize travel rewards programs and ensure compliance with corporate travel policies Provide real-time travel support and troubleshoot logistics as needed Project Coordination & Operations Support the execution of strategic initiatives and cross-functional projects Track project milestones and updates using tools such as Microsoft Office Finance & Budget Support Reconcile corporate credit card expenses and code invoices for accounts payable submission Assist with monitoring departmental budgets and resolving discrepancies in partnership with finance Coordinate with vendors and suppliers on service agreements and procurement needs Technology & Communication Leverage Microsoft Office and collaboration platforms (e.g., Outlook, Teams, Zoom) to support efficient workflows Stay informed on all related projects and recommend tools or processes to enhance productivity Personal Assistance (as needed) Coordinate personal appointments and handle errands to support executive productivity Manage mail, packages, and miscellaneous administrative tasks as needed Qualifications: Bachelor's degree required Minimum of 8 years' experience supporting senior executives in a fast-paced, growth-oriented environment Exceptional written and verbal communication skills Advanced proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word) Strong organizational and time-management skills with the ability to manage competing priorities Demonstrated discretion and professionalism in handling confidential information Proactive, resourceful, and solution-oriented mindset with meticulous attention to detail Ability to work on-site full time, Monday-Friday, with flexibility for occasional after-hours support and travel

Ila Sodhani is seeking a highly organized, detail-oriented, and dynamic Executive Assistant & Operations Coordinator to join her growing team. This is a unique opportunity to work closely with a passionate founder and designer in a fast-paced, creative environment where no two days are the same. The ideal candidate is mindful, proactive, and thrives in a role that blends structure with flexibility. A strong work ethic, a sharp eye for detail, and the ability to pivot quickly are essential, as creativity touches every part of the business-from client communication to production logistics to brand storytelling. This is more than a support role-it's a partnership in helping build a thoughtful, high-touch luxury experience for clients while supporting the vision behind the brand. Key Responsibilities Production Oversight: Manage and coordinate all aspects of jewelry production to ensure timely delivery and quality standards Client Experience: Support and maintain best-in-class customer service with new and existing clients through in-person meetings, virtual consultations, and email correspondence Operations Management: Handle product shipping, receiving, and inventory coordination Digital Presence: Manage social media across Instagram, Facebook, Pinterest, and TikTok, including content creation, copy writing, posting schedules, growth strategies, and photography editing oversight Website Management: Maintain and update the brand website, including product listings, photography, copy, and pricing Process Development: Collaborate with the Founder to create and implement systems that enhance operational efficiency

About the Role We are a growing construction company seeking a highly organized, technologically advanced Executive Assistant to support our President and Vice President. This is a critical role that requires strong judgment, exceptional prioritization skills, and the ability to operate independently in a fast-paced, project-driven environment. The Executive Assistant will serve as an extension of executive leadership-managing priorities, coordinating schedules, handling office operations, and reviewing and summarizing large amounts of information so leadership can focus on building projects and driving results. Key Responsibilities Manage and synchronize calendars for the President and Vice President, including meetings, job-site visits, and travel. Prioritize executive tasks and deadlines, maintaining clear action lists and follow-ups using Asana. Track deadlines, follow up with internal teams, and ensure critical items are completed on time. Review, read, and analyze large volumes of information (emails, reports, schedules, budgets, proposals, contracts). Summarize key issues and decisions and communicate them clearly-often verbally over the phone while the President is on job sites. Order office supplies and coordinate office services, including cleaning staff and vendors. Handle ordering and coordination of office furniture and equipment as needed. Prepare executive summaries, trackers, and reports using Microsoft Office (Outlook, Excel, Word, PowerPoint). Act as a liaison between executive leadership and project managers, superintendents, estimators, and office staff. Maintain confidentiality and professionalism at all times. Required Qualifications Proven experience as an Executive Assistant or similar high-level administrative role. Advanced proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint). High proficiency in Asana for task tracking, prioritization, and deadline management. Exceptional organizational and time-management skills. Strong reading comprehension and analytical skills, with the ability to quickly summarize complex information. Excellent verbal communication skills, especially for phone-based briefings. Ability to manage shifting priorities in a fast-paced construction or project-based environment. Preferred Qualifications Experience in construction, engineering, real estate development, or a similar industry. Familiarity with construction terminology, job-site workflows, and project schedules. Experience reviewing contracts, budgets, or operational reports. What Success Looks Like in This Role Executive priorities are clear, organized, and completed on time. Calendars run smoothly with minimal conflicts or last-minute issues. Leadership receives concise, accurate information while on job sites. Office operations and vendors are handled efficiently without executive involvement.

Japanese Bilingual Executive Assistant is not hybrid or remote) A global company is seeking a Japanese Bilingual Executive Assistant to provide administrative support to Executives. This role requires strong organizational skills, discretion, and the ability to communicate effectively in both English and Japanese within a professional, multicultural business environment. Key Responsibilities Provide high-level administrative support to Executives Manage calendars, meetings, travel arrangements, and transportation Coordinate internal meetings, company events, vendor discussions, and presentations Support communication between Japanese and English-speaking stakeholders Prepare correspondence, reports, and summaries Process expense reports and reimbursements Assist with executive-hosted meetings and company events Serve as a point of contact for visitors and external partners Maintain confidential files, records, and documents Perform additional administrative duties as assigned Qualifications Required: Associate degree or equivalent experience Minimum 3 years of administrative or executive assistant experience Business-level English communication skills Strong attention to detail and ability to manage priorities Professional, reliable, and proactive Preferred: Japanese-English bilingual proficiency Experience supporting senior leadership Experience in a Japanese or global company environment Strong cross-cultural communication skills Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) Experience with SAP Concur is a plus Working Conditions Monday-Friday schedule Occasional evenings or weekends may be required Up to 10% travel Ability to lift up to 25 lbs occasionally Benefits Medical, Dental, Vision & 401(k) matching Company-paid STD, LTD, Life Insurance & AD&D Paid time off (vacation & sick leave granted at the beginning of the year) 15 paid holidays Parental leave Tuition reimbursement Behavioral health support Additional Information Visa sponsorship is not available for this position Equal Employment Opportunity employer

Executive Assistant We're looking for an exceptional Executive Assistant to support the President of our architecture firm. This is someone who has supported a CEO or President and is comfortable owning both executive support and office operations. You'll be the President's right hand, the face of the office, and the person who ensures everything-from meetings to the front desk to the overall workspace-runs flawlessly. About Us: Identity Architects is a dynamic architectural firm dedicated to creating innovative and sustainable designs that inspire and enrich communities. We believe in fostering a collaborative and supportive work environment where all team members' contributions are valued and respected. Position Overview: As an Executive Assistant at Identity Architects, you will be supporting the firm's leadership and ensuring the smooth operation of the office. This position provides high-level, strategic administrative support to the President while also overseeing front office and day-to-day office operations. The role serves as a key point of contact for internal and external stakeholders and is responsible for maintaining a professional, organized, and welcoming office environment. Qualifications: Minimum 5-7years of experience supporting a CEO, President, or senior executive Prior experience in an architecture, construction, engineering, or professional services firm is strongly preferred Proven ability to manage both executive-level support and office operations simultaneously Exceptional organizational, time management, and multitasking skills Strong written and verbal communication skills High degree of professionalism, discretion, and emotional intelligence Proficiency in Microsoft Office and familiarity with design-oriented environments Comfortable in a role that blends strategic executive support with hands-on office management Key Responsibilities: Provide high-level, proactive executive support to the President, including complex calendar management, meeting coordination, travel planning, and expense management Act as a trusted partner and gatekeeper to the President, managing communications, priorities, and confidential information with discretion and professionalism Anticipate executive needs and independently resolve scheduling, operational, and administrative challenges Prepare and edit correspondence, presentations, reports, and briefing materials with exceptional accuracy and attention to detail Serve as a primary liaison between the President and internal teams, clients, consultants, and external partners Oversee front office and office operations, including receptionist coverage and day-to-day office functionality Ensure the office environment is organized, polished, and reflective of a professional, design-focused firm Manage office systems, supplies, vendors, and service providers to support operational efficiency Balance executive-level responsibilities with hands-on office management, adjusting priorities as needed in a fast-paced environment Support additional leadership initiatives, special projects, and administrative needs as required Benefits: 401k Retirement Plan Paid Time Off (progressive) Birthday Holiday (on top of other approved company holidays) Medical, Dental and Vision Health Insurance Weekly and Monthly companywide engagement activities Opportunities for professional development Company Culture The Identity Architects' team is a diverse group of professionals with a wide range of credentials and includes a database of experts we work with daily. Our people understand that no one person has all the answers to the complex environment. At Identity Architects we have a "no doors” policy. We have no doors in our studio and all employees are encouraged to constructively engage in any conversation regardless of invitation, status, or expertise. Concise communications and our open culture designed to share knowledge are key to our ability to create, innovate and bridge gaps between the “Big Picture” and the “Details." In 2003 David and Keenon solidified their successful partnership; today they proudly represent Identity Architects Inc, a firm dedicated to positive client experiences through a disciplined and engaging process with high quality results. Core Values Create We are creative designers, thinkers, and problem solvers. We create value, produce exciting designs, deliver unique solutions. Care We care about the details and individuals. As professionals, we take pride and care about what and how we deliver successful collaborations. Communicate Clear, responsive, and honest communication. Effective communication builds relationships, efficiency, and satisfaction.

Responsibilities: Serve as the first point of contact by answering calls and routing them to the correct team members or departments Handle all incoming and outgoing mail, packages, and courier deliveries Coordinate calendars and schedule appointments Provide broad administrative support, including: Organizing meetings and managing daily communication Arranging travel plans and itineraries Completing data entry, filing, and maintaining organized records Preparing draft documents and transcribing meeting notes Perform routine office tasks such as scanning, copying, and faxing Accompany and assist the General Manager during business travel when needed Offer occasional support for sales activities-such as following up with clients, preparing quotes, and updating customer information-while noting this is not a sales-focused position Qualifications: Strong command of Microsoft Office applications (Word, Excel, PowerPoint) Exceptional organizational abilities with strong multitasking and prioritization skills Clear, professional communication skills, both written and verbal High level of accuracy and attention to detail Ability to handle confidential information with discretion Experience with QuickBooks or comparable accounting software is an advantage Professional phone demeanor and the ability to manage calls smoothly and courteously Bachelor's degree preferred; equivalent experience may be evaluated Please note: This job description is not exhaustive, and additional responsibilities may be assigned as needed. 🏛️ The company is proud to be an Equal Opportunity Employer. We celebrate diversity and are committed to fostering an inclusive environment for all employees regardless of race, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. By submitting any application or resume to us, you will be deemed to have agreed & consented to us collecting, using, retaining & disclosing your personal information to prospective employers with the services provided by us.

Russell Tobin is seeking a proactive and detail-oriented Administrative Assistant to support executives within a fast-paced Asset & Wealth Management team. Responsibilities include calendar and travel management, expense processing, meeting coordination, and handling confidential information. Must have excellent communication, multitasking skills, and proficiency in Microsoft Office and SAP Concur. Prior experience in financial services or similar high-pressure environments is preferred. Job title: Administrative Assistant Location: Houston TX Duration: 6months Pay rate: $21-$22/hour Position Description: A global financial company is seeking a Junior Banker Assistant. Our Junior Banker Assistants are responsible for providing extensive administrative support to 25+ Junior Bankers at Analyst, Associate up to Junior VP level. This role works within a team of assistants supporting various bankers within an industry group team. The Junior Assistant will be provided with full training alongside ongoing support from their Team Supervisor during the engagement. This would suit someone with a Customer Service/ Administrator background with experience of dealing with a high-volume workload. This is a demanding role which requires extensive support from a highly competent, proactive, independent, and process driven individual. Experience of working in a remotely managed environment is a bonus. As a division, our strategic objectives include: • To be the world's pre-eminent investment bank - trusted advisor, financier, and risk manager for our clients on their most important transactions • Build long-term relationships with clients and bring them world-class execution by "delivering the firm” over time • Drive superior returns for our stakeholders • Be the employer of choice for all career levels by providing a highly dynamic, meritocratic, diverse and rewarding workplace The duties of the role include: • Coordinating and scheduling of meetings and conference calls across multiple time zones • Managing high volume of phone calls and emails, relaying information in a timely and accurate manner • Calendar management for bankers (Associate level+) • Coordinating room bookings for internal/external meetings and VCs across multiple locations • Coordinating travel arrangements for the team, including Visa applications, International flight and accommodation bookings • Car bookings • Expense processing and timely expense management • Invoice processing • Taking on ad hoc tasks while maintaining workflow • Supporting teams in day-to-day issues, needs and queries • Providing phone / holiday coverage for colleagues Skills: • Excellent Microsoft Word, Excel and Outlook skills • Able to manage competing time-sensitive priorities and tasks • Demonstrates dependability and high attention to detail along with the ability to multi-task • Displays a consistent, professional degree of communication skills in person, on phone, via Zoom and by email at various levels • Comfortable working with people at all organizational levels, internally and externally • Must be a team player that works well under pressure within a changing environment • Flexible and adaptable to work and support across multiple teams • Be resourceful and able to use own initiative in solving issues • Proactive attitude when managing diaries • Discretion to deal with confidential business matters • Friendly, polite and approachable with a "can do” attitude • Zero to one year of experience Hours of Work: Generally, Monday to Friday 9:00am to 5:00pm (1 hour lunch break). Flexibility with hours is essential. Education High School Diploma Required Bachelor's Degree Preferred “Russell Tobin offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.”

The Administrative Assistant serves as the first point of contact for the organization, providing a welcoming and professional experience for visitors, callers, and clients. This role is responsible for managing the main phone line, handling incoming and outgoing mail, supporting marketing documentation efforts within the Agency Management System (AMS), and assisting with other administrative tasks as delegated by the COO. Key Responsibilities Front Desk & Communication Answer, screen, and direct incoming calls on the main phone line in a courteous and professional manner Greet visitors, clients, and vendors; notify appropriate staff of arrivals Maintain a clean, organized, and professional reception area Mail & Office Coordination Receive, sort, and distribute incoming mail and packages Prepare and process outgoing mail and shipments Coordinate with delivery services and vendors as needed Administrative & Marketing Support Document and track marketing efforts and activities within the AMS as directed by the COO Maintain accurate records and ensure timely data entry Assist with basic administrative support tasks, including filing, scanning, copying, and document preparation General Support Provide administrative assistance to leadership and staff as assigned Support special projects and other delegated tasks as business needs require Maintain confidentiality of sensitive information at all times Qualifications & Skills Required High school diploma or equivalent Strong verbal and written communication skills Professional demeanor with excellent customer service skills Proficiency with basic office technology (phones, email, Microsoft Office or similar tools) Attention to detail and ability to manage multiple tasks Preferred Prior receptionist or administrative experience Familiarity with Agency Management Systems (AMS) or willingness to learn Experience supporting marketing or documentation activities Competencies Strong organizational and time-management skills Ability to work independently and as part of a team Adaptability and willingness to take on new responsibilities Reliable, punctual, and dependable Work Environment Office-based role with frequent interaction with employees, clients, and visitors May involve sitting, standing, and light lifting related to mail and office materials

Delta Solutions Full-Time | On-site Pay: $35,000-37,000 yearly About Us Delta Solutions, LLC is a growing industrial fabrication and distribution company serving customers across the refinery, petrochemical, and data center markets. Our operations include product resale, fabrication, repair services, and distribution - with a hands-on team that values efficiency, organization, and accountability. We're looking for a proactive Administrative Assistant to support day-to-day operations, management, and project teams. This position offers a variety of administrative and coordination duties - from document management and communication to scheduling, research, and personal assistant tasks. If you're highly organized, tech-savvy, and enjoy keeping things running smoothly behind the scenes, this is a great opportunity to grow with an established but expanding company. Key Responsibilities Provide administrative support to management and project teams. Prepare, edit, and format documents, reports, and correspondence using Word, Excel, and Publisher. Manage calendars, schedule meetings, and assist with internal and external communications. Redact and organize PDF documents and assist with maintaining company records and files. Conduct online research, gather data, and complete forms or applications as needed. Draft and send professional emails on behalf of management. Perform light filing, scanning, and document organization tasks. Assist with CRM data entry, updates, and coordination with the sales team. Support general office operations - ensuring efficiency and attention to detail across tasks. Skills & Experience Proficient with Microsoft Office Suite (Excel, Word, Publisher, Outlook) or equivalent tools. Able to redact and manage PDF documents accurately. Comfortable learning new systems quickly (CRM, QuickBooks, Airtable, etc.). Strong written and verbal communication skills. Detail-oriented with excellent organizational and time management abilities. Able to handle multiple tasks, priorities, and deadlines effectively. Experience supporting executives or managers is a plus. Professional, dependable, and eager to contribute to a growing company. Why Join Us Be part of a company serving multiple industrial sectors - fabrication, distribution, and field projects. A collaborative, hands-on culture that values initiative and reliability. Opportunities to expand your role as the company grows. Work closely with leadership and make a daily impact. Compensation & Benefits Competitive hourly wage Advancement opportunities within a growing organization A supportive and inclusive work environment How to Apply Apply on here by sending your résumé and a brief introduction highlighting your administrative experience and software proficiency. Application Deadline: ASAP Delta Solutions is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Job Type: Full-time Work Location: In person

This is a full-time, on-site role based in Pasadena, TX for an Executive/Personal Assistant. Responsibilities include providing administrative support for executives, managing their schedules, coordinating meetings, and performing a range of clerical and personal assistance tasks. The individual will handle communications, prioritize workflows, maintain organized records, and ensure seamless day-to-day operations for the executives they support. Job Duties Own and manage the schedules/calendars for the Chief Executive Officer/Founder, the Chief Strategy Officer and the Chief Operating Office Filter and handle meeting requests for these executives, ensuring that the right people are prioritized at the right time Proactively handle lunch orders, planning ahead and knowing what each executive needs before they ask Communicate outside of business hours, to ensure each executive is on time, informed and redirected as schedules change Book and coordinate travel, domestic and international Handle any personal tasks requested by each executive Willingly take on any additional duties as requested, while seeking additional ways to make each executive's life run smoother Accountabilities/Results/Success for this role Ensures that the CEO, COO and CSO are making the biggest impacts possible in their roles by ensuring their time and resources are allocated to working on the most important and urgent strategic priorities for the organization. Required Qualifications/Skills/Competencies Experience in Personal Assistance and Executive Administrative Assistance, supporting 2 or more executives simultaneously Exceptional in personal demeanor and appearance Strong Communication skills for liaising with internal and external stakeholders Proficiency in calendar management and scheduling tasks Proficiency in clerical skills, including organization, filing, and correspondence Excellent time management and problem-solving abilities High level of discretion and professional demeanor Proficiency/advanced in standard office software and tools Benefits The Complete You Health, vision, and dental insurance, life insurance, 401(k) matching, paid time off (PTO), nine paid holidays, 8 hours of volunteer paid time off (VPTO), and maternity and parental leave. Campus Perks Onsite gym with full amenities, walking workstations, free parking, mini mart/snack machines, gourmet coffee machines, multiple indoor and outdoor collaboration areas, huddle rooms, deep workspaces, and lactation facilities. Company Celebrations Quarterly town hall and fellowships, length of service awards where employees receive additional paid time off and bonuses to cover travel expenses for anniversary milestone trips (5, 10, and 15 years). Empowering You for Success Opportunity to participate in customer-focused project management groups (PODs) that help facilitate collaboration and project support, access to company technology stack of Microsoft Office 365 Suite and MS Teams, comprehensive onboarding, on-demand training, regular lunch and learns, supervisor and accountability training, leadership development programs, continuous learning opportunities, and more. About Pinnacle Headquartered in Pasadena, Texas, Pinnacle is focused on helping industrial facilities improve reliability performance, resulting in increased production, optimized spend, and improved process safety and environmental impact. Pinnacle bridges the gap between data and reliability decisions by combining reliability engineering expertise with data science and technology. Pinnacle is privately held and has been consistently recognized for its growth by Inc. Magazine, the Houston Business Journal, and more. Working Environment Conditions may include working inside and/or outside. May work around office machinery with moving parts and moving objects. Working near radiant and electrical energy. Working closely with others or working alone. Working extended or irregular hours and travelling by all possible modes of transportation. Physical Job Requirements Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, climb stairs, identify colors, hear with aid, see, write, count, read, speak, analyze, lift and carry under 30 lbs., and perceive depth. Tools and PPE Requirements Equipment (machines, tools, devices) used in performing the essential job function include but not limited to computers and related equipment, calculators, copiers, fax machines, and telephone. Limitations and Disclaimer This describes the general job duties, accountabilities and physical requirements associates with the position; it is not an exhaustive list of all the duties, accountabilities, or skills required for the position. The general job duties, accountabilities and physical requirements associated with the position are subject to modification to reasonably accommodate individuals with disabilities. Some physical requirements may exclude individuals who pose a threat or risk to the health or safety to themselves or others. This job description neither states nor implies that the listed general job duties, accountabilities, and physical requirements associated with the position are the only tasks expected of an employee. An employee is also required to follow any other job-related instructions and perform any other job-related tasks requested by their supervisor and not in violation of any applicable laws, regulations, or rules. Requirements are representative of minimum levels of knowledge, skills, and abilities. To perform this job successfully, an employee must possess the abilities and aptitude to perform each duty, accountability, and physical requirement proficiently. Visa Sponsorship: Employment eligibility to work with Pinnacle in the U.S. is required. This employer will not sponsor any applicants for the following work visa in this job category: H-1B - Cap Subject (Change of Status or Consular Notification). Note that an H-1B Change of Employer is generally not considered to be Cap Subject. Pinnacle participates in E-Verify, a federal government system used to verify employment authorization and social security number of each new employee. Pinnacle is an equal employment opportunity employer and does not discriminate based on race, color, national origin, religion, gender identity, sexual orientation, sex, age, disability, veteran or military status, genetic information, or any other characteristic protected by applicable law.

We're seeking a highly capable, adaptable Executive / Personal Assistant to support a fast-moving, high-performing executive in both professional and personal capacities. This is a relationship-driven role for someone who thrives on variety, takes pride in being the person who keeps everything running smoothly, and brings calm, competence, and follow-through to a dynamic environment. This is not a traditional desk job. The right candidate may come from hospitality, events, travel, service, or other fast-paced, people-forward roles. We will train you on our specific systems, preferences, and workflows - what matters most is your judgment, organization, discretion, and “get it done” mindset. You'll serve as a trusted right hand, balancing executive support, project coordination, and personal logistics with professionalism, warmth, and adaptability. This role is a direct-hire opportunity supporting a principal executive whose businesses are exclusively supported by O'Mally Management Group. Due to the personal and security-sensitive nature of the position, details regarding the executive will be shared with qualified candidates at the appropriate stage of the hiring process. Our Environment & Values This role supports a values-driven, family-centered household and executive environment that prioritizes integrity, discretion, respect, and personal accountability. We're seeking someone who is grounded, emotionally mature, and comfortable working closely with a family, including a young child, in a high-trust setting. The right candidate appreciates structure, clear communication, and thoughtful follow-through, and finds fulfillment in supporting both professional goals and day-to-day life with care and intention. Key Responsibilities Executive & Professional Support Manage daily schedules, calendars, deadlines, and longer-term planning priorities Coordinate travel logistics, itineraries, and occasional accompaniment on scheduled trips Support meetings, events, and executive priorities with proactive preparation and follow-up Assist with projects, timelines, budgets, and tracking using tools such as Excel, calendars, and productivity apps Communicate clearly and professionally via phone, email, and text with internal and external contacts Personal & Household Support Manage personal logistics such as appointments, errands, vendor coordination, and household-related tasks Assist with packing/unpacking, vehicle coordination, shopping, and day-to-day organization Coordinate with professionals such as medical offices, banks, service providers, and schools Provide flexible support as needs shift week to week - no two days look exactly the same Events, Family & Environment Support event planning ranging from small gatherings to larger hosted functions Serve as a welcoming liaison during events; interact confidently with executives, leaders, and guests Work comfortably in environments with children and families Occasionally assist with caregiving support for a young female child, including travel and overnight stays General Expectations Anticipate needs, solve problems proactively, and follow tasks through to completion Handle sensitive information and situations with discretion and maturity Work independently when needed, while also collaborating effectively as part of a team Adapt quickly as priorities evolve and circumstances change The Ideal Candidate Exceptionally organized with strong time-management instincts Polished, personable, and comfortable engaging with executives and guests Calm under pressure; able to pivot without becoming flustered Resourceful, resilient, and solution-oriented Comfortable using Excel, calendars, email, and modern apps (training provided for specifics) Thrives in a role that blends structure with variety No prior Executive or Personal Assistant title is required. Transferable experience from hospitality, events, travel, service, or similar fast-paced roles is highly valued. Additional Note This role involves occasional caregiving support for a young female child, including travel and overnight stays. Due to the personal nature of these responsibilities and family preferences, we are seeking candidates who are comfortable and appropriate in providing care in this context.

The Executive Assistant - Project Coordinator provides administrative support to an Executive team member and project support as needed, using knowledge of the organization, policies, and a high level of technical skill. This position operates with considerable independent judgment and initiative, and collaboration throughout the department and across the executive team. This position requires exceptional planning, calendar and email management, organizational skills, strict confidentiality, and a strong presence in all communication types. The Executive Assistant - Project Coordinator is proactive, resilient and adapts to changing business priorities. Adhere to PACT values. (Purpose: Using our strengths passionately to contribute to our mission. Accountability: Choosing to rise above one's circumstances and demonstrating ownership to achieve results. See It. Own It. Solve It. Do It. Courage: Standing up for what's right and acting. Transparency: Doing things openly and honestly). ESSENTIAL JOB FUNCTIONS: Reliable, consistent, on-site attendance is a requirement. This position requires dependable attendance to meet the needs of the business, including attending and participating in meetings and presentations. Coordinates and accurately maintains the Executive's calendar and email to optimize time and information sharing. Proactively makes alternative arrangements for conflicts of scheduling. Coordinates all aspects of travel, meetings, and other events, including managing expenses by collecting receipts, coding expense reports, and submitting a reimbursement request. Provides Accounting with a complete and balanced copy of all statements and receipts with proper approvals. Responsible for handling all discrepancies, returns, and/or credits through the credit card website and/or NetSuite. Knowledgeable of department and organizational systems (i.e., NetSuite, Paylocity). Monitors deadlines, follows up on delegated tasks, and provides appropriate reminders. Operates with a high level of integrity and the ability to maintain strict confidentiality. Provides data analysis and reporting as requested, such as canned reports and scorecards. Supports local employee engagement activities such as team recognition, events, etc. Submits IT requests and ensures distribution lists are accurate. Coordinates a variety of tasks, events, or special projects in support of the Executive's function and department. Provides meeting agendas, captures notes, meeting minutes, and action items as appropriate; distributes, archives, and schedules follow-up meetings as action items dictate. Assists with the preparation of presentations and materials for internal and external meetings. Drafts, proofreads, and edits mailings, correspondence, memorandums, pre-approved contract templates, and other documents as needed. Supports meetings with the Board of Directors and Committees, when needed. Coordinates and takes required steps to ensure the Executive's meetings have the required set up and preparation of agenda, invitation lists, and materials, and coordinates AV to connect remote staff and/or meeting attendees. Actively supports projects and initiatives to ensure the most efficient use of departmental resources and time. Establishes credibility throughout the organization with management and employees through responsiveness and quality of work product. Leverages knowledge and experience to identify opportunities with existing technology to further support, simplify, and automate processes and enhance the experience with an eye for innovation and continuous improvement. Develops techniques for compiling, preparing, and organizing departmental information. 20. Demonstrates behavior that is professional, ethical, responsible, composed, and in alignment with HFB policies, procedures, and expectations. SUPERVISORY RESPONSIBILITIES: This position has no direct supervisory responsibilities but may indirectly provide guidance and/or oversight to vendors and/or contractors related to special events. Carries out responsibilities following the organization's policies and applicable laws. Responsibilities include planning, assigning, and directing work, and resolving problems. Responsibilities also include sponsoring, directing, coordinating, and supporting projects and participating in and/or supporting project teams sponsored by other management team members. Requirements QUALIFICATIONS: Education/Experience: Bachelor's degree from an accredited four-year college or university in Business Management, Communications, or a closely related field (strongly preferred) or a combination of education and relevant experience. Plus 3-5 years of direct senior-level administrative support experience or extensive exposure to C-Suite protocols and executive meeting etiquette, including capturing meeting minutes. Certificates, Licenses, and Registrations: Must have reliable transportation, a valid driver's license, and insurance. Special Knowledge/Skills/Abilities: To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the job holder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.) Proficient in Microsoft Office Suite, including but not limited to Excel, Word, PowerPoint, Outlook, Google Sheets, and DocuSign. Must be proactive, have meticulous attention to detail and execution of all responsibilities, strong judgment, and decision making, and be forward thinking. Ability to work effectively with situations that require tact and diplomacy. Ability to work on multiple projects simultaneously on a variable schedule based on project demand. An active listener - giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Ability to meet and work with diverse populations and the general public. Must have excellent written and verbal communication skills with the ability to effectively interact and communicate with all levels within the company in English. Ability to learn new software systems. Strong customer service skills and willingness to assist others. Strong organizational skills, including the ability to multitask, prioritize, and thrive in a fast-paced environment. Demonstrated ability to work independently to complete projects and effectively collaborate with cross-functional teams and senior-level leadership. Strong analytical skills and problem-solving skills. High attention to integrity, ethics, and sensitivity, particularly regarding confidential information. COMPLIANCE: Carries out responsibilities in accordance with HFB policies. REASONING ABILITY: Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the jobholder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.) COMPETENCIES: Action-Oriented / Customer Focus / Drives for Results / Priority Setting / Managerial Courage / Interpersonal Savvy / Creativity / Standing Alone / Time Management / Decision Quality / Self-development / Patience PHYSICAL REQUIREMENTS: The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of the job, the employee is required daily to analyze and interpret data, communicate, and remain in a standing or stationary position for a significant amount of the workday; and often access, input, and retrieve information from the computer and other office productivity devices. The employee must regularly move about the office and around the facility, use hands, wrists, and fingers to grip, type, and write. The employee must frequently lift 10 pounds. The employee will need to have the average ability to hear horns, warnings, and alerts associated with a warehouse. The employee must occasionally travel to other sites for business. WORK ENVIRONMENT: The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job. While the job is generally performed in an enclosed office environment, the employee is occasionally exposed to freezers, enclosed and/or tight spaces, wet and/or humid conditions, areas in which moving mechanical parts, fumes, toxic or caustic chemicals are present, strong food-related smells, and outside weather conditions. The noise level in the office environment is typically quiet, but the employee will be occasionally exposed to loud noise levels (e.g., horns, fans). TRAVEL REQUIRED: Minimal local travel is required for this position (up to 20% of the time and on a domestic basis). Travel may occur during the evening and weekends to attend work-related activities or events. This role supports hours of operations at the Houston Food Bank facilities, as necessary, and may require flexibility (e.g., times of disaster, community events, company events). *Is legally able to work in the United States. Salary Description Starting pay: $55,000 - $68,750

←Back to all jobs at La Colombe d'Or Hotel and Tonight & Tomorrow Restaurant Executive Assistant/F&B Coordinator The Food and Beverage (F&B) Administrative Assistant & General Manager Support provides critical administrative support to the F&B department and serves as a dedicated assistant to the General Manager. This role ensures smooth and efficient operation of all dining and event services while managing high-level administrative tasks for the executive office. The ideal candidate is a highly organized, detail-oriented professional with strong communication skills, discretion, and a proactive approach to supporting both departmental needs and executive priorities within the hospitality industry. Key Responsibilities: Executive Assistant Duties (Supporting the General Manager): Calendar and Schedule Management: Expertly manage the General Manager's calendar, including scheduling internal and external meetings, appointments, and travel arrangements, proactively resolving conflicts. Correspondence and Communication: Handle confidential correspondence, draft emails, prepare reports and presentations, and act as a professional gatekeeper and liaison for the GM with staff, owners, vendors, and high-profile clients. Meeting Support: Coordinate executive and departmental meetings, prepare agendas, record and distribute meeting minutes, and ensure all follow-up actions are tracked and completed. Confidential Information Handling: Exercise discretion and maintain the highest level of confidentiality when handling sensitive information, including personnel records, financial data, and strategic planning details. Project Coordination: Assist the GM in tracking key strategic initiatives and projects across various departments, ensuring deadlines are met and providing administrative support for project deliverables. F&B Administrative Support: Administrative Tasks: Perform comprehensive secretarial duties, including answering phones, managing department correspondence, and maintaining organized filing systems. Financial and Inventory Support: Process F&B invoices, track expenses, assist with accounts payable/receivable, and support inventory management processes, ensuring accuracy in data entry and billing. Departmental Coordination: Act as a primary liaison between F&B management, kitchen staff, service teams, and other hotel/facility departments. Event and Menu Support: Assist the Events team with logistics, prepare banquet event orders (BEOs), and design/format menus and promotional materials. Essential Skills and Qualifications: Organizational & Time Management Skills: Exceptional ability to manage multiple tasks, prioritize workloads effectively, and meet tight deadlines in a fast-paced environment. Communication & Interpersonal Skills: Proficient in both verbal and written communication, with a professional, polished, and courteous demeanor for interacting with all levels of staff, vendors, clients, and executives. Computer Proficiency: Strong experience with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) is required. Familiarity with hospitality-specific software (e.g., POS systems, inventory management software) is highly desirable. Attention to Detail & Accuracy: Crucial for accuracy in all tasks, especially data entry, billing, report preparation, and executive-level communications. Discretion & Confidentiality: Proven ability to handle sensitive information with integrity and professionalism. Hospitality Knowledge: Familiarity with the operations, terminology, and culture of a food and beverage department, restaurant, or hotel setting. Problem-Solving: Proactive approach to identifying issues and finding effective solutions to ensure smooth daily operations and executive efficiency. Education and Experience: High school diploma or equivalent required; an Associate's or Bachelor's degree in Hospitality Management or Business Administration is a plus. Proven experience in an administrative support role is required; previous experience within the hospitality industry is highly preferred. Please visit our careers page to see more job opportunities.