Overview:
Full-Time (M-F, 9-5)
Direct Placement (NOT temp, temp-to-perm, or contract)
Our client (a successful private equity firm) is looking for an Office Manager/Executive Assistant to join their growing team in downtown Houston.
The ideal candidate is proactive, organized, and detailed oriented, with strong people and project management skills, and possesses a proven history of success and tenure in office manager, executive assistant, or similar positions. If this sounds like you, please read on to learn more about the position and how to apply.
Scope of Work:
The Office Manager/Executive Assistant will support the Houston team on all operational elements of the company from customer- and investor-facing engagement to internal operations, as well as analyze and improve the quality and efficacy of organizational processes. The role will also assist with the coordination of human resources functions (including benefits, accounting, and compliance), as well as additional ad hoc company needs (including but not limited to facilities and vendor management, event planning, IT support, project management or other items as required).
Operations & Administration:
- Manage the overall day-to-day operations of the Houston office, including answering phones and directing calls, managing mail and package delivery.
- Facilitate office visits, including managing visiting employees' as well as company guests’ arrival, departure, and onsite requirements.
- Manage all aspects of meetings, presentations, and calls, including scheduling and material distribution.
- Manage the company’s physical office, including maintaining a clean and organized office, coordination with building/facilities management, IT vendors, resource management, and maintaining inventory of supplies to ensure operational needs are met.
- Manage the calendar of the US regional leader based out of the Houston office including scheduling and screening meetings, arranging travel, and managing communications.
- Develop, implement, and review operational policies and procedures as needed to streamline overall operations, including coordination with peers to standardize processes across regional offices.
- Perform administrative duties as needed for the Houston team to include such things as daily calendar management, travel bookings, and event planning.
- Assist internal counsel with corporate document and data management to ensure filing systems are maintained and current.
- Oversee and manage all global subscriptions, working with our conglomerate company
Human Resources:
- Assist the HR function, in coordination with insurance providers ensuring successful onboarding of new employees and ongoing management of top tier HR policies, benefits, and best practices
- Assist with managing employee benefits, including vacation and sick leave, and medical insurance
Finance / Accounting:
- Manage office budget and expense tracking.
- Complete bank and credit card account reconciliations.
- Manage and oversee the expense report function.
This scope of work is meant to be used for guidance purposes only and you may be required to fulfill additional roles and perform additional duties as required by the company from time to time. The individual selected for this position will be expected to perform all customary tasks and duties required of an Executive Assistant and Office Manager to a senior team of professionals in a global investment management business with multiple offices operating in diverse time zones.
Qualifications / Requirements:
Education:
- High School Diploma or equivalent required.
- Bachelors degree in Business Administration, Management, Accounting, Human Resources, or similar preferred.
Experience:
- A minimum of 2 or more years in similar roles (Office Manager, Executive Assistant, HR Manager, etc.)
- Strong tenure in previous positions
- Office Management, Operations, and Administration: Reception, Scheduling, and Event Management, Coordination/Management of Facilities Maintenance, Janitorial and IT Vendors, Mail/Package Delivery, Office Supplies, and Document Control
- Human Resources: Employee onboarding and benefit administration.
- Accounting: Office budget and expense tracking, reporting, and reconciliation.
- Advanced proficiency with Microsoft Office products including Outlook, Excel, and Word.
Characteristics / Attributes:
- Service and Team-First Orientation
- Humility and Integrity
- Drive, Resiliency, and Adaptability
- Creativity, Curiosity, and Continuous Improvement
HOW TO APPLY:
After reading the description and qualifications above, if you feel like this position could be a great long-term match for you, please follow the instructions below to move forward in the application process.
1) Send an email to amurphy@solidstatestaffing.com with the following:
- Contact Info: Phone and Email (not Indeed address)
- Ideal Times / Availability for a 15-30 minute phone screen on Friday 6/28, or Monday 7/1 - Weds 7/3
- Brief description of reason you are considering new opportunities
- Brief summary of why you believe you would be an ideal candidate for this position. (Please appeal to each bulletpoint from the above "experience" and "characteristics/attributes" sections. Examples are encouraged.)
- Attach most updated resume (including current/most recent position, Word format preferred), particularly any version other than Indeed template.
2) Send a text to (904) 568-4001 confirming you have completed the above step.
3) Our team will review and reach out to you immediately!
Solid State Staffing provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Job Type: Full-time
Pay: $45,000.00 - $85,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Education:
- High school or equivalent (Required)
Experience:
- Office Admin (Office Mgr, Exec Assist, similar roles): 2 years (Required)
- Human resources: 2 years (Preferred)
- expense tracking: 2 years (Preferred)
Ability to Commute:
- Houston, TX 77002 (Required)
Ability to Relocate:
- Houston, TX 77002: Relocate before starting work (Required)
Work Location: In person