Job Details

Houston First recognizes and appreciates the importance of cultivating an environment that nurtures talent; is equitable and values different perspectives and backgrounds; and, above all, is respectful to everyone.

We are seeking a highly motivated and detail-oriented Executive Assistant who will provide comprehensive support to the Senior Vice President of Tourism, addressing both general and administrative needs. Additionally, they will assist the Tourism Department in adhering to organizational guidelines and procedures.

• This role requires fluency in both Spanish and English to effectively communicate and manage diverse tasks in a bilingual environment.
• A core responsibility of this role is managing a high volume of invoicing and performing detailed budget reconciliation, along with other administrative duties.

SUPERVISORY RESPONSIBILITIES

• ☒ This position has no supervisory responsibility

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

• Works closely with the Vice President of Leisure Market Initiatives in overseeing the department budget process, ensuring compliance with timelines and guidelines provided by the Finance Department, as well as reviewing budget reconciliation for accuracy.
• Leads the department's daily invoicing and budget reconciliation process, including reviewing invoices and expense reports from international agencies, ensuring accuracy of backup paperwork, managing currency conversions, preparing purchase orders, and reconciling budgets against financial reporting tools. This is a daily and detailed responsibility requiring strong attention to detail and consistency.
• Prepares and submits purchase orders, international contractor forms, work orders, travel authorizations, expense reports, and shipping forms as required.
• Maintains the calendar and scheduling for the Senior Vice President, including coordination with third parties when required. Communicate important dates and update calendars of direct reports under the Senior Vice President.
• Supports the Senior Vice President and Vice President of Leisure Market Initiatives with travel arrangements, including flights, hotel accommodations, registrations, and other coordination as required.
• Ensures preparation for in-house meetings, including boardroom reservations, boardroom set-up and clearing, and food and beverage requests. Prepare for conference calls and virtual meetings.
• Manages requests from the city of Houston involving diplomats, city officials, consulates, and other tourism dignitaries. Demonstrate clear understanding of protocol while coordinating arrangements and interacting with these guests.
• Prepares departmental reports and presentations for the Senior Vice President's review, such as presentations for the Houston First Board, City Council Committees, Tourism Committee, and Strategic Planning KPIs.
• Maintains and distributes agendas and meeting notes for Tourism staff meetings. Utilize project management software like Monday.com.
• Manages department personnel vacation requests, timekeeping, and attendance records as directed by the Senior Vice President.
• Supports department personnel in onboarding and training of new staff and interns. Order business cards and ensure complete set-up for new hires and interns.
• Assists team and other departments with coordination and planning as needed for sales missions, trade shows, and events to ensure smooth coordination and high-quality results.
• Maintains and organizes all paperwork related to the Senior Vice President and the Tourism department, including filing, scanning, and mailing.
• Assists as needed to the Film Commission.
• Other special projects as assigned

EDUCATION AND EXPERIENCE

• Bachelor's degree in business administration, Hospitality, or a related field is preferred.
• 8+ years' experience as an Executive Assistant or similar role, preferably supporting C-level executives, required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent professional oral and written communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Professional oral and written communication in English and Spanish.
• Demonstrated experience managing invoicing and reconciliation processes with accuracy and efficiency; comfort working with financial reporting systems.
• Ability to manage confidential information with discretion.
• Outstanding organizational and time management skills.
• Ability to anticipate executive's needs, be proactive and take initiative.
• Strong interpersonal skills and the ability to build and maintain professional relationships.
• Knowledge of the tourism industry and previous experience in a similar role is a plus.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• ☒ No major sources of discomfort; normal office environment
• ☒ Occasional availability to answer questions and respond to emails, text messages, Teams, and other forms of communication from the SVP and VP on weeknights and weekends in which the SVP and VP have either an Event or Travel.
• ☒ Must be able to lift (45 lbs.) to carry brochures and other promotional materials.

For more information on Houston First and the benefits offered, please feel free to explore the following links.

About Us | Houston First Corporation
Total Rewards - Benefits | Houston First Corporation