Senior Executive Assistant

The Executive Assistant to the CEO is a trusted partner responsible for providing comprehensive administrative, operational, and strategic support. This role manages day-to-day priorities, anticipates needs, and ensures seamless execution of tasks and initiatives. The ideal candidate is proactive, detail-focused, highly organized, and comfortable working in a dynamic, fast-paced environment.

Key Responsibilities:

Executive Support

• Manage complex calendars, including scheduling meetings, prioritizing demands, resolving conflicts and categorizing time usage.

• Coordinate domestic travel, itineraries, and logistics.

• Prepare and edit correspondence, presentations, and reports on behalf of the CEO.

• Ensure the CEO is briefed and prepared for meetings; assemble materials and follow-up actions.

Operational & Strategic Support

• Serve as a liaison between the CEO and internal/external stakeholders, maintaining professionalism and confidentiality.

• Track and follow up on action items, strategic commitments, and deadlines.

• Support firm-wide initiatives, communication, and special projects.

• Conduct research, gather data, and prepare summaries to aid decision-making.

Meeting & Event Coordination

• Plan, organize, and support senior management meetings, board of directors' meetings, and internal events.

• Prepare agendas, capture minutes, and drive accountability for follow-up items.

• Coordinate logistics for client meetings, recruitment interviews, and community engagement activities.

Office & Administrative Excellence

• Assist with expense reporting, invoice processing, and budget tracking for the executives.

• Develop and maintain organized systems for files, records, and information management.

• Provide support to other members of the leadership team as needed.

• Provide mentoring and coaching to other administrative staff.

Qualifications

• 5+ years of Executive Assistant or senior administrative experience, total admin experience 10+ years; prior support of executive-level leaders preferred.

• Experience in consulting firms or professional services is a plus.

• Exceptional written and verbal communication skills.

• Strong organizational, time-management, and problem-solving abilities.

• High level of discretion, professionalism, and emotional intelligence.

• Proficiency with Microsoft Office Suite, scheduling tools, and collaboration platforms.

• Ability to work independently, anticipate needs, and manage multiple priorities.

Expectations

• Hybrid with expectations to be in the office when the CEO is in the office.
• This role requires flexibility to provide support beyond normal hours to include evenings and weekends, as business needs arise.

Company Overview:
Halff is a full-service infrastructure consulting firm planned, designed, engineered, constructed - and purposed - for people. Since 1950, we've been creating smart solutions that improve lives and communities by turning ideas into reality.

Halff was founded on a core tenet: Focus on people, treat them well, and success will follow. It's no wonder, then, that our employees and the culture they create result in our firm consistently being named a Top Workplace in America.

Our industry-leading professionals collaborate to meet tough challenges in creative ways. You can view Halff's full complement of services here

Halff has over 35 offices in Texas, Oklahoma, Louisiana, Florida and Arkansas. For a full list of our locations, click here

We offer excellent benefits, including but not limited to:

• Medical, dental, prescription and life insurance
• Long-term and short-term disability insurance
• Paid time off (PTO) and 8 company paid holidays (and Veteran's Day for our veterans)
• Traditional and Roth 401(k) plans
• Employee Stock Ownership Plan (ESOP)
• Health Savings Account (HSA)
• 529 College Savings Plan
• Flexible spending accounts (FSA)
• Employee Assistance Plan
• Click here for a more comprehensive list of Halff's benefits

Salary is competitive and commensurate with experience.

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or other legally protected status.

Halff is a drug-free workplace. This offer of employment is contingent upon the receipt of a clear drug screen and background check prior to your first day of employment. This position may be subject to random drug testing pursuant to federal regulations.

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