Executive Assistant - Hiring now!

Full Time Executive Assistant and Office Manager

Belmont Village Senior Living is seeking a highly organized and proactive Executive Assistant to support both our CEO and President in our Houston Corporate Office.

The ideal candidate will be an exceptional multitasker with strong interpersonal skills, who can work independently in a fast-paced environment.

This role requires a high level of discretion, excellent communication abilities, and the capacity to handle sensitive information with integrity.

Given the highly collaborative nature of our team, we’ve found that working together on-site allows us to achieve the best results.

Therefore, this position is designed for those who can thrive in a fully in-office environment in Houston, Texas.

POSITION OVERVIEW

Provides high-level administrative support to both the CEO and President, exercising sound judgment in diverse situations.

The ideal candidate will have excellent written and verbal communication, strong organizational skills, and the ability to manage multiple priorities effectively.

Additionally, this role includes serving as the Office Manager for the Corporate Office, overseeing all administrative functions and ensuring smooth office operations.

ESSENTIAL FUNCTIONS OVERVIEW

• Act as the primary point of contact between executives, customers, and employees
• Manage and coordinate daily calendars, appointments, and travel for both the President and CEO
• Organize and manage phone calls, emails, and internal communications for both the President and CEO
• Prepare expense reports and ad hoc reports, update internal databases, and assist with administrative projects
• Maintain electronic and hard copy filing systems; perform data entry, copying, and scanning
• Provide support for multiple corporate departments, including invoice coding and clerical tasks
• Serve as the liaison with the Property Management Company and Belmont Security
• Oversee office supply purchases and manage office operations, including mail, packages, and kitchen maintenance
• Handle in-office corporate event planning, such as monthly birthday celebrations and corporate gatherings
• Manage various corporate accounts, including invoice review, budget allocation, and plan optimization
• Oversee Iron Mountain record retention program including selecting inventory to be destroyed, scheduling pick-ups, training appropriate community personnel, and reviewing and submitting monthly invoicing for related services
• Coordinate special reports, projects, and hurricane preparation efforts

MINIMUM QUALIFICATIONS :

• Minimum of 3 years of experience as an Executive Assistant
• High School diploma or equivalent
• Strong organizational, time management, and critical thinking skills
• Strong communication and interpersonal skills
• Proficient in Microsoft Office suite with strong writing and PowerPoint presentation skills
• Prior experience with Concur expense system
• Strong reading, comprehension and mathematical abilities
• Demonstrated problem-solving skills and initiative
• Experience in coordinating complex tasks with multiple team members
• Demonstrated customer service skills with the ability to work both independently and collaboratively
• Shares in the company's core values of teamwork, integrity, respect, dignity, trust, learning and ownership
• High level of integrity with the ability to handle and maintain confidential information
• Friendly, creative, cheerful and approachable demeanor

BENEFITS OVERVIEW

Belmont Village Senior Living offers full-time corporate employees medical, dental, vision, mental health and prescription benefits along with paid vacation, paid holidays, paid personal days, 401(k) savings with employer match, short-term disability, long-term disability, and life insurance.