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 dynamic and forward-thinking candidate who is committed to delivering exceptional, organized, and proactive support in the role of Executive Liaison.

The Executive Liaison is dedicated to enhancing the overall efficiency of the executive office. This role involves meticulously managing executives' calendars to ensure optimal time management, skillfully coordinating meetings to facilitate smooth communication and collaboration, and preparing crucial documents that support strategic initiatives. Additionally, the Executive Liaison oversees special projects, ensuring they align with organizational goals. By handling these responsibilities, the Executive Liaison allows leadership to focus on high-level strategic priorities and enhances overall productivity within the organization.

REPORTS TO: Director, Office of the CEO

SUPERVISORY RESPONSIBILITIES

• This position has no supervisory responsibilities. 

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

• Coordinates and organizes Board and Committee meetings, including scheduling, agenda preparation, logistical arrangements, and management of pre and post-meeting communication
• Oversees multiple calendars, requiring prioritization of complex scheduling across multiple calendars, coordinating appointments, meetings, and other engagements with precision
• Conducts in-depth research and compiles data for business meetings, projects, and reports, with accuracy and relevance in both physical and digital formats
• Maintains and organizes executive office files, documents, and records, ensuring confidentiality and ready access for the executive office
• Oversees office space and manages inventory to support efficient day-to-day operations of the executive department
• Organizes and coordinates meeting room setups, including IT and catering requirements, to ensure smooth execution of meetings and event
• Assists in the planning and execution of various special projects as directed by C-suite leadership, contributing to HFC‘s strategic projects and initiatives, as direct
• Serves as a point of contact between executives, stakeholders, and HFC team members to facilitate seamless communication and efficient operations
• Other duties and special projects, as needed

• Bachelor’s Degree in Business Administration or related field
• 5 years’ experience with Executives or C-Suite, required

• Handle matters expeditiously, and proactively, and follow through on projects to successful completion, often with deadline pressure.
• Ability to manage sensitive information with the utmost confidentiality, diplomacy, and discretion
• Forward-thinking, solutions-oriented, anticipates needs and addresses issues promptly
• Demonstrates flexibility and calmness in a fast-paced environment
• Executive-level communication skills both verbal and written, with an understanding of audience and industry-specific nuances. Effectively tailored to meet executive-level audiences
• Highly organized, structured, and thorough, with keen attention to detail
• Experienced in handling multiple projects and tasks.
• Effective prioritization in a fast-paced, diverse environment.
• Strong intellectual abilities and judgment, skilled at interpreting and anticipating needs.

• ☒ No major sources of discomfort; normal office environment
• ☒ Flexibility required to work some evenings, weekends, and holidays as needed to support the executive department