Executive Assistant

Description

We are seeking a highly organized and proactive Executive Assistant (EA) to effectively manage the professional aspects of daily operations. In this crucial role, you will provide comprehensive administrative support to the Senior Leaders of our Experience Team, including overseeing schedules, coordinating travel arrangements, organizing events, managing department needs, and assisting with business matters. The ideal candidate will have previous experience supporting C-level positions The candidate must demonstrate exceptional organizational skills, discretion, and professionalism, with the ability to manage sensitive information with the highest level of integrity. Strong interpersonal and problem-solving abilities are essential to succeed in this demanding and rewarding role.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manage Executive’s calendar, including scheduling and confirming meetings, appointments, and engagements
• Screen visitors, phone calls, and physical mail
• Assist with research, including data collection, industry trends, and sourcing contractors/consultants
• Attend meetings and take notes or minutes, as requested
• Coordinate business and personal travel arrangements (flights, hotels, auto rentals, dining), including itinerary preparation
• Monitor Executive’s schedule for upcoming meetings or lunch plans
• Upload receipts and expense coding into the PCard/AP system
• Maintain confidentiality of all sensitive information
• Liaise with Office Services for business lunches, copying, binding, deliveries, etc.
• Prepare and send emails on behalf of the Executive, as needed
• Order and replenish office supplies for the Executive
• Make and pick up lunch/dinner orders; arrange restaurant reservations as requested
• Notify receptionist when maintenance is required
• Shred confidential documents as necessary
• Purchase gifts or gift cards as directed
• Respond to after-hours (post-5:00 PM) text requests
• Prepare agendas or presentations as needed
• Coordinate special events for Executives and corporate employees, including Green House event series
• Handle filing and general administrative organization
• Support as needed with Events, Activations and Marketing/Design efforts
• Complete special projects as assigned
  
  
  

Requirements

EDUCATION AND REQUIRED EXPERIENCE:

• High School diploma and 4+ years of related experience
• A combination of business-related coursework and administrative experience can be submitted.
• Some accounting and real estate background desired.
  
  
  

SKILLS, QUALIFICATIONS, AND OTHER REQUIREMENTS:

• Ability to read, analyze, and interpret general technical procedures or governmental regulations.
• Ability to write reports and business correspondence.
• Ability to effectively present information and respond to questions from groups of managers and clients.
• Must be able to understand and communicate effectively in English to tenants, vendors, clients and employees.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, or schedule form.
• Proficient in the use of personal computer and Microsoft applications including Outlook, Word, Excel, Power Point, and Adobe Acrobat.
  
  
  

CORE COMPETENCIES:

• Team Oriented: The ability to work effectively with others and to add value within the dynamics of the Company’s group endeavors. Tangible behaviors include trust, healthy conflict, active commitment, peer-to-peer accountability and a focus on the results. Establish healthy and respectful working relationships with all shareholders and customers sharing knowledge and support, contributing to team goals, and collaborating to solve problems.
• Legacy Mindset: Thinks long-term, protects organizational heritage, and contributes to a lasting impact.
• Transparency: Demonstrates openness in communication and decision-making; fosters trust across the organization.
• Communication Skills: Effective communication skills include professionalism, active listening, adaptability, and collaboration.
• Problem Solving: Ability to accurately analyse situations and reach productive decisions based on informed judgment that relies on knowledge, experience, facts and data.
• Initiative: Ability to proactively identify and address customer needs, anticipate potential issues, and take action to resolve problems within the framework of the Company’s processes and procedures; demonstrates a willingness to go above and beyond standard duties to ensure positive experience.
• Accountability: Accepts responsibility for own actions and decisions and demonstrates commitment to accomplish work in an ethical, efficient and cost-effective manner.
  
  
  

CORE VALUE BASED COMPETENCIES:

Integrity

• Acts with honesty and ethical judgment, even under pressure
• Accepts responsibility for actions and communicates transparently
• Upholds professional and organizational standards in all interactions
  
  
  

Trust

• Builds strong, respectful relationships across all levels
• Demonstrates consistency, reliability, and follow-through
• Maintains confidentiality and handles sensitive information with care
  
  
  

Impact

• Takes initiative to drive meaningful, results-oriented work
• Aligns personal goals with organizational priorities
• Influences and inspires others to contribute to shared success
  
  
  

Legacy

• Honors the Company’s history and values in decision-making
• Acts as a steward of culture while planning for the future
• Mentors others and contributes to long-term organizational success
  
  
  

PHYSICAL DEMANDS:

Requires sufficient personal mobility and physical reflexes, to permit the employee to function in a general office environment and accomplish tasks and duties at outlined above.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

About Metronational

MetroNational is a private, family-owned real estate investment, development, and management company located in Houston whose core interest is the Memorial City mixed-use development. The cornerstones of its business philosophy are teamwork, loyalty, integrity, and professionalism, which have led to winning several awards:

• Houston Chronicle Top Work Places
• Houston Business Journal Healthiest Employers
• Houston Business Journal Best Places To Work
• Cigna Well-Being Award
• American Heart Association Fit-Friendly Worksite
• Mother-Friendly Worksite