Executive Assistant

$80,000 - $80,000/Yr

Carriage Services - Houston, TX

Full-time - Mid Level

Houston, TX

Personal and Laundry Services

About the position

At Carriage Services, we are united by our purpose of creating premier experiences through innovation, empowered partnership, and elevated service. As a member of our team, you'll join a dynamic community dedicated to setting new standards in the Funeral and Cemetery profession. The Executive Assistant is responsible for providing comprehensive administrative support to the President and CFO of Carriage Services. This role involves a wide range of administrative tasks that are crucial for the smooth operation of the executive office. The ideal candidate will be highly self-motivated, proactive, and professional, capable of managing their workload and prioritizing tasks in a fast-paced environment. In this position, you will handle scheduling, travel arrangements, document production, and presentation preparation, as well as assist in preparing for Board meetings. You will serve as the primary point of contact between the executive and internal/external stakeholders, ensuring effective communication and coordination. Your responsibilities will also include drafting and reviewing communications on behalf of the executive, organizing logistics for meetings, and managing sensitive information with discretion and confidentiality. Additionally, you will assist with general office tasks and special projects as assigned, tracking project timelines and ensuring deadlines are met. This role is hybrid, requiring four days in the office, and offers a competitive salary of $80,000 per year. You will be part of a team that is committed to excellence and innovation in the funeral and cemetery profession, contributing to the overall success of the organization.

Responsibilities

• Support the President and CFO by managing and organizing their schedule, including arranging meetings, appointments, and travel itineraries.
• Coordinate and schedule meetings with internal and external stakeholders.
• Serve as the primary point of contact between the executive and internal/external stakeholders.
• Draft, review, and send communications on behalf of the executive, including emails, reports, and presentations.
• Prepare meeting agendas, take minutes, and follow up on action items.
• Organize and manage logistics for meetings, including booking rooms and arranging necessary equipment.
• Arrange and coordinate travel plans, including flights, accommodations, and transportation.
• Prepare detailed travel itineraries and ensure all necessary documentation is in order.
• Prepare and maintain documents, reports, and presentations.
• Manage sensitive information with discretion and confidentiality.
• Assist with general office tasks, such as ordering supplies, managing office equipment, and coordinating office events, as it relates to the office of the President and CFO.
• Assist with special projects as assigned, including research, data collection, and report preparation.
• Track project timelines and ensure deadlines are met.
• Support other administrative tasks as needed.
• Schedule and set-up Board meetings, committee meetings and manage logistics.
• Prepare the Board materials, edit and proof-read, copy, collate and distribute it as well as maintain the official Board books.
• Upload and catalog documents to virtual Board Portal, Boardvantage.

Requirements

• Bachelor's degree preferred, or equivalent work experience.
• 3-5 years of experience as an executive assistant or in a similar administrative role supporting C-Suite executives.
• Experience working in a fast-paced environment and managing multiple priorities.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential information with discretion.
• Strong problem-solving skills and attention to detail.

Nice-to-haves

• Familiarity with Boardvantage, or other online Board management portals, is preferred, but not required.