Sr. Administrative Assistant at Alpha Generation in Houston, TX

Job description

• Alpha Generation is seeking an experienced Administrative Assistant / Sr. Administrative Assistant (title dependent upon candidate experience) to support the executive leadership and lead front office operations, playing a pivotal role in establishing a warm, professional, service-oriented environment for team members and visitors. We work in a fast-paced environment where professionalism, sound judgement, the ability to exercise sensitivity and discretion in the handling of confidential information with integrity, and strong organizational skills are key.

Responsibilities

• Executive Support (approximately 50% of role)
• Provide comprehensive support for up to five executives with complex scheduling and calendar management, meeting coordination, expense reporting, and travel arrangements.
• Oversee conference room bookings and meeting space coordination for executives.
• Provide expense report support to other senior managers.
• Assist the EA to the CEO with quarterly board meeting preparation, ELT-lead internal events, and conferences.
• Support ELT needs, including ordering or picking up lunches and taking on special projects as they arise.
• Maintain professionalism and discretion when managing confidential information and sensitive communications.
• Serve as backup to EA to the CEO.
• Office Management & Operations Support (approximately 50% of role)
• Seated in the reception area, will serve as initial point of contact for the office, including greeting guests and receiving deliveries.
• Manage incoming and outgoing mail, including preparing certified mail letters and UPS package labels and taking the items to the post office or drop box across the street.
• Submit and manage building service requests through Angus.
• Ensure cleanliness and organization of shared spaces following meetings, lunches, and events.
• Manage organization and cleanliness of employee breakroom and kitchen daily.
• Order and stock office supplies, snacks, beverages, and coffee bar items.
• Manage receipts for all office purchases and submit documentation for corporate AMEX reconciliation.
• Manage guest validations and vendor coordination for parking-related issues.
• Assist with coordinating office management including office furniture, equipment, and office services.
• Plan and execute employee engagement initiatives, including monthly birthday celebrations, holiday parties, and volunteer initiatives.

Requirements

• Minimum 5 years of experience as an Executive Assistant and/or Office Manager.
• Proven ability to manage multiple executives with competing priorities.
• Advanced calendar, travel, and expense management skills.
• Strong organizational skills with exceptional attention to detail.
• Professional discretion and ability to manage confidential information.
• Excellent communication and interpersonal skills.
• Comfortable working outside standard business hours as needed.
• Proficient in Microsoft Office including advanced skills in Word, Excel, and PowerPoint.
• Demonstrates proactive problem-solving.
• Possesses a professional, service-oriented mindset.
• Exhibits high levels of emotional intelligence.
• Holds a strong ability to anticipate executive needs.
• Operates with adaptability in a fast-paced environment.

Skills

Required

• Advanced calendar management
• Travel management
• Expense management
• Strong organizational skills
• Attention to detail
• Professional discretion
• Confidential information management
• Excellent communication skills
• Interpersonal skills
• Proactive problem-solving
• Service-oriented mindset
• Emotional intelligence