Executive Assistant

The Signorelli Company (TSC) is a vertically integrated, diversified development company based in The Woodlands, TX. Established in 1994, the company has experience in all the aspects of real estate that make up master planned communities with divisions in land, office, retail, entertainment, medical, outdoor hospitality, multi-family, homebuilding, and build-for-rent. TSC is one of the largest privately held development companies in the State of Texas with presence across all four quadrants of the greater Houston area and growing. Recognized as a leader in the real estate industry, TSC has won Developer of the Year awarded by The Greater Houston Builder Association and ranked as a Top Workplace for four consecutive years.

ESSENTIAL JOB RESPONSIBILITIES:

• Maintains senior leaders’ calendars in Outlook by coordinating and scheduling meetings, conferences, teleconferences, and some travel
• Develops and administers tracking systems for executive’s and departmental use
• Welcomes guests and customers by greeting them in person or on the telephone
• Among other documents, prepares agendas, notices, and minutes for meetings and internal use
• Uploads and maintains documents in a clear and organized fashion into an authorized online document management system
• Maximizes executive’s efficiency by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information
• Coordinates complex and detailed individual and group travel plans and itineraries.
• Compiles documents for travel-related meetings; maintains “on call” status during such travel
• Coordinates with multiple internal and external parties to plan meetings and maintain partnership relationships
• Prepares expense reports which may include reconciliation of company credit card statements
• Maintains customer confidence and protects operations by keeping information confidential
• Responds to routine external correspondence independently
• Screens incoming calls and correspondence and responds independently when possible
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies
• Ensures availability and operation of technology tools including conference audio/video equipment and video conferencing applications
• Responds to emails and calls outside of normal business hours when necessary,while exhibiting sensitivity to both internal and external relationships
• Attends business meetings as needed
• Researching and analyzing relevant industry topics and trends and preparing ad hoc summary reports in order to help the CEO stay informed
• Reviewing and proof-reading contracts under negotiation and aid in the due diligence process
• Interacting with various institutions related to both business and personal financial needs
• Preparing correspondence, maintaining corporate and personal files, and other duties as assigned
• Performs other projects and related duties as assigned

EXPERIENCE & SKILLS:

• Five or more years of Administrative Assistant (or similar position) experience
• Advanced proficiency in software, including but not limited to: Excel, Word, PowerPoint, Outlook, and Adobe Acrobat Professional
• Excellent organizational and time management skills with a proven ability to meet deadlines
• Excellent written and verbal communication skills
• Professional manner and a strong ethical code
• Ability to multitask and remain motivated and positive
• Commitment to working efficiently and accurately
• Ability to build positive working relationships with team members
• Ability to interface with all levels of leadership, employees and external customers/vendors
• Ability to share best practices regarding key functions of the job i.e. organizational tools, computer skills

The Signorelli Company is committed to providing an environment of mutual respect where equal employment opportunities are available to all. We seek to empower everyone’s diverse experiences to maximize our organization’s talent and capabilities.

This job description is not meant to be an “all-inclusive” list of the duties and responsibilities of this job. The Signorelli Company reserves the right to change or modify job duties as necessary based on business necessity.

Signorelli Company