Executive Assistant to the President and COO Job at Whitestone REIT, Houston, TX

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  • Whitestone REIT
  • Houston, TX

Job Description

Whitestone REIT—a dynamic, growth-focused real estate investment trust—is seeking a highly experienced and motivated Executive Assistant to support our President & Chief Operating Officer . This is a high-visibility role central to enhancing organizational effectiveness and driving strategic initiatives across departments and regional offices.

We’re looking for a polished professional who is proactive, detail-oriented, and thrives in a fast-paced environment. The ideal candidate will be a trusted partner, capable of balancing complex administrative responsibilities with strategic support. This is a unique opportunity to contribute to both the operational success and personal efficiency of a key executive leader.

Key Responsibilities

Executive & Administrative Support

  • Manage complex calendars and schedule meetings, calls, and events across time zones.
  • Prepare detailed meeting agendas, coordinate materials, and follow through on action items.
  • Serve as a coordinator between the President & COO and internal/external stakeholders.
  • Monitor, draft, and manage emails and correspondence with accuracy and professionalism.
  • Maintain strict confidentiality while managing sensitive corporate and personal information.

Travel & Logistics Management

  • Coordinate complex domestic and international travel: flights, accommodations, car rentals, and itineraries.
  • Track and optimize travel rewards programs and corporate travel policies.
  • Provide real-time travel support and logistics troubleshooting.

Project Coordination & Operations

  • Facilitate execution of strategic corporate initiatives and interdepartmental projects.
  • Track and maintain project milestones and updates using tools such as Microsoft Office.
  • Assist in event planning, including off-sites, conferences, and corporate functions.

Finance & Budget Support

  • Reconcile corporate credit card expense reports and code invoices for A/P submission.
  • Assist with monitoring departmental budgets and resolving financial discrepancies in collaboration with finance as needed.
  • Coordinate with vendors and suppliers for service agreements and procurement.

Technology & Communication

  • Utilize Microsoft Office Suite and other platforms (e.g. Teams, Outlook) for efficient workflow.
  • Stay current with project developments and suggest tools and technology to optimize team productivity.

Personal Assistance (as needed)

  • Handle personal errands, appointment coordination, and miscellaneous tasks to support the President & COO productivity.
  • Manage mail, packages, and running errands as needed.

Qualifications

  • Bachelor’s degree required
  • 5+ years of experience supporting senior executives in a fast-paced, growth-oriented company.
  • Exceptional communication skills—both written and verbal.
  • High proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word)
  • Excellent organizational and time management skills with the ability to juggle multiple responsibilities and adapt to shifting priorities.
  • Proven discretion in handling confidential information.
  • A proactive, resourceful, and solution-oriented mindset with meticulous attention to detail.
  • Availability to work on-site Monday–Friday, with flexibility for occasional after-hours and travel requirements.

Whitestone REIT is proud to foster a culture of innovation, collaboration, and integrity. If you're ready to contribute to a growing organization where your skills make a tangible impact, we invite you to apply and grow with us.

Job Tags

Shift work, Monday to Friday,

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