About Caldwell Companies
Caldwell Companies is an award-winning, fully integrated real estate development and investment firm based in Houston. Caldwell Companies has been in business for over 30 years and is a faith-based, lifestyle real estate firm that develops large-scale master planned communities, associated commercial developments, residential rental communities, real estate investment and asset management. We are vertically integrated and have a very active construction team building incredible places. We are committed to building extraordinary communities that enrich the lives of our residents.
Our company culture is a fun, active environment where the individual is treated with respect and accountability which helps foster personal growth and achievement. Our work setting is an entrepreneurial, fast-paced, and exciting environment. Caldwell Companies consistently ranks as a Best Place To Work in Houston by the Houston Business Journal year after year! We were recently named as the #2 Large Company to work for in Houston. The Caldwell team is a dynamic collection of leaders and innovators embracing the vision to create extraordinary places and lifestyles that make life better through our simple mission: Doing it right. Right now. ® This statement is the core of our philosophy on the ongoing pursuit of excellence in all aspects coupled with an underlying sense of urgency to leverage market opportunities. The foundation for how we do business is rooted in our values of integrity, teamwork and serving others. If you have the right experience, share our vision and adhere to our values, we would love to hear from you.
Job Summary
We are seeking a highly organized and proactive Executive Administrative Assistant to support our VP of Lifestyle. The ideal candidate will excel in managing multiple priorities, providing exceptional administrative support, and contributing to the smooth operation of our department. This role requires strong communication skills, attention to detail, and proficiency in various software applications.
This (fun and pivotal) role is responsible for managing the Lifestyle department’s master calendar as it relates to meetings, events, key initiatives and deadlines. Daily responsibilities include scheduling, invoicing, reporting, content creation, ordering promotional items, and assisting with various lifestyle initiatives. Ideal candidates will be solutions-oriented, able to thrive in a fast-paced environment, and know how to have fun!
Key Responsibilities
Schedule and maintain the VP of Lifestyle’s calendar using Microsoft Outlook
Plan and coordinate team meetings including logistics, agendas, and follow-up actions
Plan and coordinate team outings
Organize and maintain the department's filing system via SharePoint
Manage expense reports and coding
Update and maintain department training processes, guidelines, and standard operating procedures (SOPs) through SharePoint
Act as an administrative support resource for the Lifestyle team, including maintenance of the Caldwell App, calendar coordination, vendor setup, and invoicing
Assist the Lifestyle team with event preparation, setup, and execution
Utilize Canva and Constant Contact for event flyer materials and communications
Requirements
Bachelor’s degree, preferably in Marketing, PR, Communications or related field
2-3 years of event planning and organization is a plus
Must be able to work full-time hours that are flexible and will include some nights, weekend, and holidays
Must be able to work outdoors in various weather conditions, stand for extended periods of time, and repetitively lift and move up to 30 lbs.
Proficient in Microsoft Outlook, SharePoint, and other MS Office applications
Familiarity with Canva and Constant Contact is a plus
Strong organizational and time management skills, with the ability to manage multiple tasks simultaneously
Excellent written and verbal communication skills
Attention to detail and problem-solving abilities
Ability to work independently and collaboratively within a team environment
