Executive Assistant - Project Coordinator (Human Resources)

About the role

Full‑time position. The Executive Assistant – Project Coordinator provides administrative support to an executive team member and project support as needed, using knowledge of the organization, policies, and a high level of technical skill. The role operates with considerable independent judgment and initiative, collaborating throughout the department and across the executive team. It requires exceptional planning, calendar and email management, organizational skills, strict confidentiality, and a strong presence in all communication types. The incumbent must be proactive, resilient, and adaptable to changing business priorities while adhering to PACT values (Purpose, Accountability, Courage, Transparency).

Responsibilities

• Maintain reliable, consistent on‑site attendance and participate in meetings and presentations.
• Coordinate and accurately maintain the executive’s calendar and email, proactively resolving scheduling conflicts.
• Arrange all aspects of travel, meetings, and events; manage expenses by collecting receipts, coding expense reports, and submitting reimbursement requests.
• Provide Accounting with complete and balanced copies of statements and receipts with proper approvals; handle discrepancies, returns, and credits via credit‑card website or NetSuite.
• Utilize department and organizational systems (e.g., NetSuite, Paylocity) to monitor deadlines, follow up on delegated tasks, and provide reminders.
• Maintain a high level of integrity and strict confidentiality.
• Perform data analysis and reporting as requested, including canned reports and scorecards.
• Support local employee engagement activities such as team recognition and events.
• Submit IT requests and ensure distribution lists are accurate.
• Coordinate tasks, events, or special projects in support of the executive’s function and department.
• Prepare meeting agendas, capture notes, minutes, and action items; distribute, archive, and schedule follow‑up meetings.
• Assist with preparation of presentations and materials for internal and external meetings.
• Draft, proofread, and edit mailings, correspondence, memorandums, pre‑approved contract templates, and other documents.
• Support Board of Directors and Committee meetings as needed.
• Ensure executive meetings have required setup, agenda, invitation lists, materials, and coordinate AV for remote participants.
• Actively support projects and initiatives to maximize departmental resource efficiency.
• Identify opportunities to simplify and automate processes using existing technology, driving innovation and continuous improvement.
• Develop techniques for compiling, preparing, and organizing departmental information.
• Demonstrate professional, ethical, and responsible behavior aligned with HFB policies and expectations.
• Provide indirect guidance to vendors and contractors related to special events.
• Participate in or support project teams sponsored by other management members.

Requirements

• Bachelor’s degree from an accredited four‑year college or university in Business Management, Communications, or a closely related field (strongly preferred) or equivalent combination of education and experience.
• 3–5 years of direct senior‑level administrative support experience or extensive exposure to C‑Suite protocols and executive meeting etiquette, including capturing meeting minutes.
• Reliable transportation, a valid driver’s license, and insurance.

Skills

• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook), Google Sheets, and DocuSign.
• Meticulous attention to detail, strong judgment, proactive mindset, and forward‑thinking approach.
• Ability to work with tact and diplomacy in sensitive situations.
• Capacity to manage multiple projects simultaneously on a variable schedule.
• Active listening skills with the ability to ask clarifying questions and avoid interruptions.
• Excellent written and verbal communication skills; ability to interact effectively at all organizational levels in English.
• Quick learner of new software systems.
• Strong customer‑service orientation and willingness to assist others.
• Exceptional organizational abilities, including multitasking, prioritizing, and thriving in a fast‑paced environment.
• Independent project execution and effective collaboration with cross‑functional teams and senior leadership.
• Strong analytical, problem‑solving, and decision‑making skills.
• High integrity, ethics, and sensitivity regarding confidential information.

Competencies

• Action‑oriented / Customer focus
• Drives for results / Priority setting
• Managerial courage / Interpersonal savvy
• Creativity / Standing alone
• Time management / Decision quality
• Self‑development / Patience

Physical Requirements

The employee must regularly analyze and interpret data, communicate, and remain standing or stationary for a significant portion of the workday, frequently using a computer and office productivity devices. Regular movement around the office and facility is required, as is the use of hands, wrists, and fingers for typing and writing. The role frequently involves lifting up to 10 pounds, hearing horns, warnings, and alerts associated with a warehouse, and occasional travel to other sites.

Work Environment

The position is primarily performed in an enclosed office environment but may involve occasional exposure to freezers, tight spaces, wet or humid conditions, mechanical parts, fumes, toxic or caustic chemicals, strong food‑related odors, and outdoor weather. Noise levels are typically quiet, with occasional exposure to louder sounds such as horns or fans.

Travel

Minimal local travel is required (up to 20 % of the time) on a domestic basis. Travel may occur during evenings or weekends to attend work‑related activities or events. The role supports Houston Food Bank facility operations and may require flexibility during disasters, community events, or company events.

Pay

Starting pay: $55,000 – $68,750 per year.