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Confidential
Houston, Texas, United States
(on-site)
Spotlight Preferred
19 days ago
Job Type
Full-Time
Job Duration
Indefinite
Salary
$80,000.00 - $95,000.00
Industry
Other
Min Experience
7-10 Years
Min Education
BA/BS/Undergraduate
Required Travel
0-10%
Salary - Type
Yearly Salary
Job Function
Executive Assistant

Description

This position is for an experienced, pro-active, and detail-oriented personal assistant. The ideal candidate will need considerable experience in a high-end entity where exceptional organization, time management skills and mindfulness are critical. The candidate will need strong communication skills and interpersonal abilities. Must be comfortable and willing to offer suggestions and alternatives. The candidate must have a mastery of the English language and have good penmanship. The successful candidate must be an initiative-taker who is comfortable working alone with minimum supervision, but also willing to take direction as needed. The candidate will need to have a strong background in personal home insurance, experience in charitable donation management, and the ability to oversee household operations efficiently. This position requires high confidentiality.



Requirements

Responsibilities:

1. Administrative Support:

  • Coordinate and prioritize incoming requests and communications, ensuring timely responses and follow-ups.
  • Prepare and edit correspondence, reports, and presentations as needed.
  • Maintain organized filing systems, both electronic and physical, ensuring easy retrieval of documents.

2.  Personal Home Insurance Assistance:

  •  Assist in the preparation and submission of insurance applications, policies, and claims for personal home insurance.
  • Coordinate with insurance carriers, brokers, and underwriters to obtain quotes, endorsements, and policy updates.
  • Review insurance documents for accuracy and completeness, identifying any discrepancies or issues.
  • Stay updated on industry trends, regulations, and best practices related to personal home insurance. 

3. Charitable Donation Management:

  • Manage donation requests and inquiries from external organizations and individuals.
  • Research and evaluate potential charitable partners and causes aligned with the company's and executive’s values and objectives.
  • Maintain records of charitable contributions, ensuring compliance with applicable regulations and reporting requirements.

 4. Household Oversight (minimal):

  • Oversee household operations, including managing household staff, vendors, and contractors.
  • Will assume the responsibilities of bill paying and household supervision when the executive is out of town.
  • Coordinate home maintenance, repairs, and renovations as needed.
  • Ensure the smooth functioning of household systems and amenities, such as security, utilities, and technology.

5. Data Management and Analysis (minimal):

  • Collect and analyze data related to insurance coverage, claims, charitable donations, household expenses, and other relevant areas.
  • Generate reports and presentations summarizing key findings and trends.
  • Assist in the development of strategies to optimize insurance coverage, minimize risks, maximize the impact of charitable donations, and streamline household operations.
  • Research items as needed.
  • Handle ad hoc tasks and projects as assigned.

6. Relationship Management:

  • Serve as a liaison between the executive and internal/external stakeholders, including clients, partners, donors, household staff, and service providers.
  • Build and maintain strong relationships with insurance providers, charitable partners, and other relevant contacts.
  • Function as a point of contact for insurance-related inquiries, donation requests, household matters, and other relevant issues.

7. Other Duties

  • Provide general administrative support to the executive, including coordinating meetings, managing expense reports, and handling confidential information with discretion.
  • Contribute to special projects and initiatives as assigned by the executive.

Qualifications:

  • Bachelor’s degree in business administration, finance, or a related field preferred.
  • Proven experience (10 years) as an executive/personal assistant or similar role, with a background in personal home insurance, charitable donation management, and household oversight.
  • Familiarity with charitable giving practices, nonprofit organizations, and philanthropic trends.
  • Excellent organizational skills with the ability to multitask and prioritize effectively.
  • Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
  • Exceptional communication skills, both written and verbal, with a professional and compassionate demeanor.
  • Meticulous with a high level of accuracy in data entry and document preparation.
  • Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.
  • Flexibility to adapt to changing priorities and work independently with minimal supervision.
  • Able to advise on decisions confidently and proactively.

Important things to know:

  • The workplace is a small, non-smoking, and fragrance-free office.
  • Business casual attire is required.
  • Current vaccinations against COVID and Flu are preferred.
  • Must be a team player with a good sense of humor and who is also compassionate.

 This position offers a unique opportunity to support a senior executive while also managing their personal and household affairs, contributing to overall      efficiency. If you meet the qualifications and are looking for a challenging yet rewarding role, we encourage you to apply.

Job ID: 73399741
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