Executive Assistant

Role Overview

• Manage complex and highly confidential calendar scheduling for the VP General Counsel, including board-related meetings, executive sessions, regulatory matters, and cross-functional leadership engagements.
• Prepare briefing materials and ensure the VP General Counsel is equipped for meetings, negotiations, and executive discussions.
• Serve as a gatekeeper and liaison, triaging inbound communications and prioritizing matters requiring executive attention.
• Maintain strict confidentiality across all legal, personnel, governance, and transaction-related matters.
• Coordinate logistics and materials for board meetings, committee meetings, and governance-related activities, including preparation and secure distribution of sensitive documents.
• Support contract workflow and document management processes in collaboration with Legal team members.
• Maintain organized systems for legal records, compliance documentation, and corporate governance files.
• Assist with tracking regulatory filings, deadlines, and key compliance milestones.
• Serve as a primary coordination point between the Legal department and internal teams, including Finance, Strategy, Development, and Operations.
• Facilitate communication with outside counsel, regulatory bodies, and other external stakeholders.
• Support scheduling and logistics for negotiations, closings, and other transaction-related meetings.
• Ensure timely follow-up on action items arising from legal and executive meetings.
• Manage domestic travel logistics, expense reporting, and invoice processing with accuracy and discretion.
• Support departmental budgeting, invoice tracking, and vendor coordination for outside counsel and service providers.
• Collaborate with other administrative staff to maintain high standards of professionalism across executive support functions.
• Use AI tools to create leverage and improve administrative excellence.

Requirements

• 8+ years of experience supporting senior executives, preferably within a legal, compliance, or corporate governance environment.
• Demonstrated experience handling highly confidential and sensitive information with discretion and sound judgment;
• Strong organizational skills and ability to manage multiple competing priorities with precision.
• Excellent written and verbal communication skills; ability to interact professionally with executives, board members, and external counsel.
• Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel); familiarity with document management systems, and contract lifecycle management tools.
• Ability to work onsite in downtown Houston at least four days per week.

Benefits

• WFH Flexible