Executive Personal Assistant

Job Title: Executive Personal Assistant

Job Type: F ull-Time

Schedule: 8:00am - 5:00pm M-F

Pay: $27.00/hour

Location: Houston, TX 77079

Smarter HR Solutions is currently seeking an organized individual for our Executive Personal Assistant position for our Clinical Research client located in Houston, TX . This role will consist of providing assistance to the Medical Research Director, including, but not limited to, making travel arrangements, maintaining calendar, assisting with scheduling speaking engagements, and keeping Director updated on upcoming scheduled meetings and events. The desired candidate must have excellent time management skills, strong organizational skills, experience with travel and meeting scheduling and 3-5 years of executive assistance or administrative experience. 

Duties & Responsibilities

• Maintain executive calendar.
  
• Coordinate travel arrangements, including flight, lodging and ground transportation accommodations.
  
• Run errands for Medical Director as needed.
  
• Assist with invoice drafting for vendors.
• Recording concise meeting notes.
  
• Handle requests and inquiries appropriately. 
  
• Act as point of contact between Medical Director and external vendors.
  
• Create and maintain expense reports.
  
• Assist with daily time management tasks.
• Respond to phone calls and emails for Medical Director.
  
• Schedule meetings, appointments, and speaking engagements.
  

Requirements

Knowledge, Education, and Skills

• Strong Interpersonal skills
  
• Ability to multitask
  
• 3-5 years of experience in an Executive Assistant, Personal Assistant or related role 
• Active listening and great communication skills
  
• High School Diploma or equivalent required; Associate's Degree preferred 
• Strong time management and organizational skills
  
• Calendar and Schedule management experience
• Proactive approach to problem-solving
  
• Proficiency in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint)
  
• Email drafting experience
  
• Professional phone and overall etiquette