Executive Assistant

Job Description

Job Description

The Company:

With decades of experience, US Property Management has managed a curated selection of properties. Through painstaking attention to detail, hard work, and determination, we create significant value for our assets over time. We are proud to work with ownership through the entire life-cycle of an asset, from acquisition to disposition. To learn more about us, check out our website here!

Location of Position:

Houston, TX

The Position:

We are looking for a proactive and highly organized Executive Assistant to support our senior leadership team. The ideal candidate will be resourceful, adaptable, and able to manage multiple priorities with professionalism and discretion. From managing calendars to supporting cross-functional projects and handling confidential communications, this role plays a key part in streamlining office processes and ensuring smooth day-to-day operations.

Position Responsibilities:

• Manage senior leaders' calendars in Outlook or Google, scheduling meetings, conferences, and appointments.
• Support the entire leadership team with cross-functional administrative and strategic assistance.
• Coordinate complex travel arrangements for executives, including itineraries, accommodations, agendas, and maintaining "on-call" support during travel.
• Perform general administrative tasks such as expense reports, credit card reconciliations, ordering supplies, and filing documents.
• Handle confidential correspondence, screen calls and emails, and respond or escalate issues as appropriate.
• Welcome and assist visitors, clients, and guests in person or by phone, ensuring a professional experience.
• Prepare agendas, notices, minutes, and meeting materials; record and distribute meeting notes.
• Support executive decision-making by conducting research, drafting and proofreading documents, routing correspondence, reviewing contracts under negotiation, and assisting in the due diligence process.
• Develop and maintain document management and tracking systems for executive and departmental use.
• Conduct research on necessary topics to keep the executive leader aware of current industry affairs, trends and information specific to the division's area of expertise.
• Assist in monitoring budgets, tracking spending, and managing project-specific financial oversight.
• Assist in preparing annual budget forecasts for expenses such as travel and memberships.
• Support Construction project management activities, ensuring timelines, deliverables, and accountability are maintained.
• Interact with financial institutions for business or executive personal needs as required.
• Manage relationships and communications with vendors, including construction, office, and service providers.
• Ensure availability and functioning of conference room equipment, video conferencing tools, and general office tech.
• Support coordination of facilities and office setup for meetings and events.
• Plan and execute team events and team-building activities, collaborating with colleagues as needed.
• Coordinate with Marketing and the Chief Revenue Officer (CRO) for corporate events and special projects, ensuring all logistics are handled effectively, manage speaking engagements, and prepare presentation materials.
• Contribute to a high-performing, positive team culture through collaboration and service orientation.
• Perform other duties as assigned.

Qualifications:

• High School Diploma or GED, required.
• Bachelor's degree in business or a related field from a 4-year college or university, required.
• Minimum 5 years of experience supporting Chief Suite Executives (C-suite), required.
• Experience supporting High-Net-Worth Individual(s) or family‑office environment preferred.
• Minimum 5 years of experience as an Administrative Assistant, or similar position, required.
• Advanced proficiency in software, including but not limited to: Excel, Word, PowerPoint, Outlook, Adobe Acrobat Professional, TEAMs, and Zoom, required.

Desired Skills and Competencies:

• Excellent organizational and time management skills.
• Strong critical thinking, decision-making, and business acumen.
• Effective written and verbal communication skills.
• Exceptional problem-solving abilities.
• High level of interpersonal skills with the ability to engage with all organizational levels.
• Professional demeanor and strong ethical code, with a commitment to working efficiently, accurately, and maintaining a motivated and positive attitude.

Benefits & Perks:

• Medical, Dental, Vision
• Long Term Disability
• Life & AD&D Insurance
• 401(k) Retirement
• Company-Paid Parking

Why Should You Apply?

• Collaborate with experienced professionals and contribute directly to the organization's success.
• Develop a broad skill set by managing diverse administrative and strategic projects across departments.

Interested?

• Apply today and let us know why you would be a great fit for our Executive Assistant position!

US Property Management is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, national origin, age, disability, genetics, status as a protected veteran, or any other protected status established by federal, state, or local laws.