Executive Assistant

Description

About Caldwell Companies

Caldwell Companies is an award-winning, fully integrated real estate development and investment firm based in Houston, Texas. For more than 35 years, we have developed large-scale master planned communities, commercial properties, residential rental communities, and real estate investments with a commitment to excellence. As a faith-based, lifestyle-focused organization, we create extraordinary communities that enrich lives.

Consistently recognized by the Houston Business Journal as one of the Best Places to Work, Caldwell Companies offers a fast-paced, entrepreneurial environment grounded in integrity, teamwork, and selfless service. Our culture values respect, accountability, and personal growth, empowering individuals to thrive while working toward shared goals. Guided by our mission, Doing it right. Right now.®, we strive for excellence in everything we do and offer competitive compensation and benefits to support our team.

Position Summary

The Executive Assistant to the President is a trusted partner who helps the President operate with focus, preparation, and efficiency. This highly visible role manages a complex calendar and high-volume email, coordinates meetings and travel, prepares executive materials, tracks priorities and commitments, and serves as a professional liaison across the organization and with external partners.

The ideal candidate is exceptionally organized, proactive, discreet, and calm under pressure. This person anticipates needs, exercises sound judgment, protects the President's time, and follows through on details without losing sight of broader business priorities. Experience supporting real estate development or investment teams is strongly preferred.

Requirements

• Partner with the President to strategize objectives, priorities, desired outcomes, and next steps for key projects and company initiatives.

• Help translate the President's strategic direction into organized action plans, key milestones, project ownership, deadlines, and dependable follow-through.

• Prepare concise project updates, executive summaries, decision briefs, and supporting information that highlight progress, risks, options, and decisions needed.

• Facilitate communication among stakeholders, monitor progress, and elevate obstacles requiring executive attention.

• Own and strategically manage the President's complex calendar, balancing internal priorities, external commitments, travel, site visits, deadlines, preparation time, and shifting business needs.

• Monitor, organize, and help manage the President's email; identify urgent matters, draft or coordinate responses, route requests, and maintain reliable follow-up systems.

• Serve as a gatekeeper and thought partner by evaluating requests, resolving routine matters, escalating issues appropriately, and protecting time for the President's highest priorities.

• Anticipate scheduling conflicts, information needs, and potential obstacles; recommend solutions before issues affect deadlines or relationships.

• Answer, screen, and direct incoming calls; take accurate messages and ensure timely follow-up and communication.

• Serve as a key point of contact to facilitate communication with appropriate team members.

• Coordinate internal and external meetings from start to finish, including scheduling, agendas, logistics, technology, presentation materials, meals, and participant communication.

• Prepare briefing materials, presentations, reports, correspondence, and talking points for leadership, investor, development review, community planning, and other key meetings.

• Attend select meetings, capture decisions and action items, assign or confirm owners, and maintain follow-up until commitments are completed.

• Draft, proofread, and format professional communications on behalf of the President while maintaining accuracy, tone, confidentiality, and brand standards.

• Act as a trusted point of contact for executives, associates, investors, consultants, vendors, community stakeholders, and other external partners.

• Screen and direct calls and inquiries, ensure timely responses, and maintain a welcoming and professional executive-office experience.

• Build strong working relationships across business units and coordinate information flow among the President, leadership team, and project teams.

• Handle confidential, sensitive, and time-critical information with exceptional discretion and sound judgment.

• Arrange detailed travel and accommodations, prepare itineraries, anticipate changes, and ensure the President has all required information and materials.

• Prepare, submit, and track expense reports, invoices, and related documentation accurately and in accordance with company policies.

Qualifications

• Bachelor's degree from an accredited four-year college or university required.

• Five or more years of progressive executive assistant or senior administrative support experience; experience supporting a president, C-suite executive, or senior development leader preferred.

• Real estate development, investment, construction, property management, or related industry experience strongly preferred.

• Demonstrated success managing complex calendars, high-volume email, travel, meetings, confidential communications, and competing priorities.

• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint

• Strong writing, proofreading, presentation, and verbal communication skills.

• Experience preparing meeting materials, tracking action items, organizing project documentation, and coordinating across multiple stakeholders.

• Familiarity with AI productivity tools and project-management platforms is a plus.

Why Join Caldwell Companies

• Opportunity to work alongside a visionary team shaping the future of communities.

• Opportunity to make a tangible impact on long-term, high-profile projects.

• Competitive compensation and benefits package.

• Collaborative and supportive team culture.