Executive Admin Assistant

Description

Position Summary

The Executive Administrative Assistant provides high-level administrative and operational support to company executives and management while serving as a central point of coordination for the Houston corporate office.

This is a highly visible, hands-on position requiring an experienced administrative professional who is organized, proactive, personable, resourceful, and comfortable interacting with executives, employees, customers, vendors, and outside service providers.

In addition to traditional executive administrative responsibilities, this position oversees the day-to-day coordination and general organization of the Houston office, including company meetings and luncheons, employee and customer events, travel arrangements, office services, maintenance needs, and vendor coordination.

The ideal candidate is a self-starter who anticipates needs, takes ownership, communicates confidently, and can manage multiple priorities with minimal direction while maintaining professionalism and discretion.

Essential Responsibilities

Executive & Management Support

• Provide      administrative support to the Company Partner, President, executives, and      management team.
• Manage      and coordinate calendars, meetings, appointments, schedules, and related      communications.
• Coordinate      management and company meetings, including scheduling, meeting space,      meals, materials, agendas, and other logistical needs.
• Coordinate      business travel for management and sales personnel, including flights,      hotels, transportation, itineraries, and related arrangements.
• Prepare,      format, proofread, and distribute correspondence, presentations, reports,      agendas, memos, and other business materials.
• Assist      with special projects, research, reporting, and other executive requests.
• Handle      confidential and sensitive information with a high level of discretion and      professionalism.

Office Coordination & Operations

• Serve      as a primary liaison and resource for departments within the Houston      office.
• Help      ensure the office remains organized, professional, functional, and      appropriately supplied.
• Prioritize      and coordinate multiple ongoing office needs and resolve routine issues      independently.
• Order      and maintain office, kitchen, cleaning, and general workplace supplies.
• Receive      and distribute mail and coordinate outgoing correspondence and deliveries      as needed.
• Coordinate      maintenance and repair needs for the office, including communication and      scheduling with building management and outside vendors.
• Coordinate      service providers including electricians, plumbers, maintenance      contractors, office equipment providers, cleaning services, and other      vendors as needed.
• Monitor      vendor appointments and service requests through completion and      communicate issues or follow-up needs to management.
• Coordinate      maintenance of office equipment, scanners, and other shared office      resources.
• Assist      with errands and other administrative or operational needs when necessary.

Meetings, Events & Hospitality

• Plan      and coordinate company luncheons, management meetings, employee functions,      and other in-office events.
• Assist      in planning and coordinating company holiday events and customer      appreciation functions.
• Coordinate      venues, catering, invitations, vendors, decorations, supplies, schedules,      and other event logistics.
• Serve      as an on-site point of contact during company meetings and events to      ensure details are handled professionally and efficiently.
• Provide      a welcoming and professional experience for customers, vendors, visitors,      and employees entering or interacting with the Houston office.
• Anticipate      meeting and event needs and proactively address details before they      require management involvement.

General Administrative Support

• Answer      and appropriately direct incoming telephone calls and visitors.
• Maintain      organized electronic and physical filing systems.
• Learn      and utilize company software, databases, and administrative systems.
• Assist      other departments and team members when necessary to meet deadlines or      address office priorities.
• Take      ownership of assigned projects from planning through completion with      minimal supervision.
• Perform      additional clerical, administrative, operational, and special-project      duties as assigned.
• Maintain      flexibility for occasional overtime or after-hours assistance associated      with company meetings, events, travel, or other business needs.

Requirements

Core Competencies

The successful candidate should demonstrate:

• Exceptional      interpersonal and social skills with the ability to comfortably      interact with executives, employees, customers, and outside business      partners.
• A      polished, professional, approachable demeanor and strong customer-service      mindset.
• Excellent      verbal and written communication skills.
• Strong      organizational and time-management abilities.
• Exceptional      attention to detail and follow-through.
• The      ability to anticipate needs and take initiative without waiting for      detailed instruction.
• Strong      judgment and practical problem-solving skills.
• Confidence      managing vendors, service providers, scheduling conflicts, and unexpected      office needs.
• Ability      to manage multiple priorities and remain composed in a fast-paced      environment.
• High      level of discretion, loyalty, professionalism, and confidentiality.
• Ability      to work independently while maintaining strong communication with      management.
• Resourcefulness      and willingness to take ownership of tasks outside traditional      administrative responsibilities when needed.
• Strong      working knowledge of standard office technology, word processing, email,      calendars, spreadsheets, presentations, and related business software.
• Consistent      dependability, reliability, accountability, and initiative.

Education & Experience

• Minimum      3–5 years of progressively responsible administrative or executive      assistant experience, preferably supporting senior-level executives or      management in a corporate or professional business environment.
• Prior      experience coordinating executive calendars, business travel, meetings,      and company events strongly preferred.
• Experience      managing office vendors, facilities needs, or general office operations is      highly desirable.
• High      school diploma or equivalent required; additional business or      administrative education is a plus.
• Demonstrated      experience working independently and exercising sound judgment with      confidential or sensitive matters.
• Strong      professional references reflecting dependability, discretion,      organization, and interpersonal ability.

Work Environment & Schedule

This is a full-time, in-office position working approximately 40 hours per week. The role requires regular interaction with executives, employees, customers, vendors, and visitors and may occasionally require additional hours associated with meetings, company events, or other business needs.

The position involves sitting, standing, and walking intermittently within a professional, temperature-controlled office environment.

The above is intended to describe the general content and requirements of this position and is not intended to be an exhaustive statement of all duties, responsibilities, or requirements.

Action Gypsum Supply LP is an Equal Opportunity Employer (EOE), M/F/H/V.