Job Description

COMPANY OVERVIEW

USA Contract solutions works with businesses on a consulting basis to help them win Government Contracts so they can grow their businesses. We’re based in Houston, TX with a mission to help 100,000 small and minority businesses owners leverage government contracting to grow and scale their businesses. We have the best program and the most testimonials in the marketplace when it comes to helping small businesses win government contracts. The demand is high, hence why we’ve grown so fast.

We're looking for an amazing full-time Executive Assistant to join our team of "A" Players and support our Founder and CEO, Desmond Acha. If you are a highly organized and passionate administrative professional with experience supporting visionary entrepreneur CEOs, read on to learn more about this exciting opportunity to create impact and grow with the company.

POSITION OVERVIEW This is a full-time role reporting directly to our Founder and CEO. For this role, you’ll need to live in Houston, TX and be willing to work at our offices 8:30a-5p Monday-Friday. On occasion there is a need to work additional hours on evenings and weekends for events and strategic initiatives.

MISSION

The mission of the Executive Assistant is to stay five steps ahead of their leader, tracking all administrative details, and clearing the path for him to make his greatest contribution to our business. The Executive Assistant will be a key asset to the Founder and CEO by anticipating needs at an exceptionally high level, allowing him to develop vision and strategy for all aspects of USA Contract Solutions so that we can reach our mission, revenue, and profitability goals. While repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week based on the CEO's needs and the needs of the business. The most important responsibility of the Executive Assistant is to ensure that administrative tasks and projects are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity in order to support the initiatives of the CEO.

Ideal candidate should also have operational management experience.

RESPONSIBILITIES The Executive Assistant will have the following primary responsibilities:  

·       Work with the CEO to identify priority task and develop an agenda for each day.

·       Examine business operations, practices and make recommendations for improvements.

·       Serve as a principal staff contact for stakeholders and inbound calls.

·       Coordinate CEO schedule with regard to meetings, priority task and all other appointments, answer and screen incoming calls / emails.

·       Supports the CEO and his Executive team in the development of the organization's strategic plan and goal setting.

·       Communicating on the CEOs behalf both internally and externally

·       Email/phone management on behalf of the CEO to ensure client success

·       Running errands and setting up personal care appoints multiple times per week.

·       Varying personal and professional administrative tasks including, but not limited to, booking appointments, research projects, coordinating travel and ordering gifts/flowers, etc.

·       Social Media presence management and creating content ideas on behalf of CEO

·       Project management and research for CEO's initiatives

·       Overseeing bookkeeping and managing expenses

·       Weekly expense report on behalf of the CEO

·       Maintain inventory and office supplies

·       Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.

·       Reading books and maintaining knowledge on self-development and ways to improve professionally and personally

·       Meeting management including preparing agendas, printing financial reports, taking notes

·       Assisting with long-term strategic planning in regard to businesses, relationships and other opportunities as they arise

·       Coordinate finances, assist with budget preparation and ongoing review for all of Founder's business interests to ensure profitability

PROFICIENCIES FINANCIAL KNOWLEDGE: The Founder and CEO's EA will have a high attention to detail and accuracy, using their existing experience dealing with financial information, their experience supporting Executives, and their ground level understanding of accounting terminology to provide informed administrative support. QUALITY COMMUNICATION: The EA must be an excellent communicator, in both written and oral form. This includes proficiency in spelling, grammar, and punctuation. This also includes being able to take a large amount of information and summarize it quickly both in writing and orally on a regular basis. You must also be able to track communication (and be very responsive) across multiple channels without losing any details. Those channels could include in-person meetings, phone calls, virtual video calls, Slack messages, Facebook & instagram messages, text messages and/or emails. HIGH LEVEL OF DISCRETION: Since our EA will regularly work with confidential information, discretion and sensitivity regarding personal, financial, and other information is a must.

TEAM PLAYER: In addition to working directly with the Founder and CEO, the EA will also work with members of the Executive Team and Sales Team. They'll need to be able to collaborate and communicate well with these team members, maintaining a can-do spirit and not complaining, making excuses or gossiping. ANTICIPATING NEEDS: As a part of our commitment to enabling our Founder and CEO to serve our company and clients at the top of his game, our EA will strive to anticipate needs and eliminate friction at work and at home whenever possible. This means you know how to stay five steps ahead of your leader, clearing the path for him to make his greatest contribution. AFFINITY FOR TECHNOLOGY: Our executive assistant will be a technologically savvy Mac/Microsoft user and will not be intimidated by learning new technology. Proficiency in the following tech platforms is required: Slack, Zoom, Facebook, Quickbooks Online, CRM’s, automations, Zapier, etc. REQUIREMENTS RESOURCEFULNESS: Solution oriented with problem solving capabilities 

EDUCATION: Bachelor's Degree preferred. EXPERIENCE: 2-5 years supporting executive(s). Financial/bookkeeping experience. SKILLS: Computer Experience - see above "Affinity for Technology" PHYSICAL: Ability to bend, reach and lift boxes and office supplies up to 30 lbs. TRAVEL: 1-2 short (1-3 day) trips possible annually JOB TYPE: Full Time, Salaried  

SALARY: Based on Experience starting from $40,000 to $75,000/per year

Employment Type

Full-time

OFFICE ADDRESS

1980 Post Oak Blvd

Houston, TX 77056