Executive Assistant & Office Manager (AI-Enabled)

Description:  This role supports company operations, executive leadership, and office effectiveness by managing administrative systems, coordinating executive activities, and overseeing office operations. The ideal candidate is highly organized, proactive, and comfortable using modern digital and AI-assisted tools to improve efficiency, communication, and decision support.The business is privately held with 30 years of experience, services most of the Fortune 100, and is experiencing exponential growth, which will last into the next decade. In addition to normal tech company benefits like performance bonuses, flexible PTO, stocked kitchens, and an in-house gym, MCi also offers 100% paid healthcare. We believe in innovation, teamwork, and continuous learning to stay at the forefront of technological advancements. Management Controls is headquartered in Houston, Texas. This position is expected to be in the office on a hybrid schedule 3 days per week with 2 days remote. This role is not eligible for sponsorship or relocation.Duties and ResponsibilitiesExecutive SupportProvide high-level administrative support to the President and multiple VPs, including scheduling, meeting, calendar, and travel coordination, reporting, budget tracking, expense reporting and management, finance support and check cashing, and special projectsPrepare presentations, summaries, briefing materials, and correspondence using productivity and AI-assisted tools to improve speed, clarity, and accuracyAnticipate executive needs, proactively identifying opportunities to streamline workflows, communications, and recurring tasksSchedule Company Town Halls, offsite leadership/company meetings, and team building eventsOffice Management & OperationsMaintain office services by organizing office operations and procedures; controlling correspondence; designing and maintaining filing and document management systems; reviewing and approving office and kitchen supply orders; assigning and monitoring clerical functionsOversee records management by defining procedures for retention, protection, retrieval, transfer, and disposal of physical and digital records and manage mail, shipments, and deliveries Manage employee office events, main phone line, and coordinate with vendors Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement; liaise with building management for maintenance and upkeep of facilitiesDesign and implement office policies and procedures by establishing standards, measuring results, and recommending improvementsCoordinate Company Holiday Party and office catered lunches and food ordersReporting, Analysis & Process ImprovementKeep management informed by reviewing, analyzing, and creating reports; summarizing information; identifying trends and opportunities for improvementUtilize spreadsheets, presentation software, and AI-assisted reporting tools to support executive decision-makingSupport budgeting and financial objectives by preparing annual budgets, tracking expenditures, analyzing variances, and initiating corrective actionsAI-Enabled Productivity & Continuous ImprovementUse AI and automation tools (e.g., Microsoft Copilot, AI-assisted document creation, scheduling, transcription, summarization, or workflow tools) to: Improve document preparation, meeting notes, and reporting; Streamline scheduling, follow-ups, and routine communications; Reduce manual effort in repetitive administrative and office management tasksStay current on emerging administrative, office management, and AI-enabled productivity practices and identify practical ways to apply them within the organizationPartner with leadership and staff to adopt tools responsibly, ensuring confidentiality, accuracy, and professional standards are maintainedRequirements: 5+ years of experience in an upper-level administrative or executive assistant role2+ years of experience in a receptionist, office coordinator, or office management roleStrong proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook) and document management toolsExperience using AI-assisted productivity tools (e.g., Microsoft Copilot, AI document drafting, transcription, or scheduling tools) to support administrative or office operationsHigh level of integrity with demonstrated ability to ability to exercise sound judgment, discretion, and confidentiality with confidential informationHighly detail-oriented, solution-minded, proactive self-starter mindsetExceptional written and verbal communication skills, confident and polished in virtual and in-person interactionsStrong organizational and prioritization skills with the ability to manage multiple stakeholdersComfortability working independently while collaborating closely with executives and teamsProfessional demeanor, service-oriented mindset, and positive “can-do” attitudePreferred QualificationsExperience supporting senior executives in a fast-paced or growing organizationExposure to basic workflow automation, task tracking, or process improvement toolsWillingness and curiosity to continue learning new tools that improve executive and office effectiveness