Inbox Manager Jobs in Houston, TX (NOW HIRING)

Why Pref-Tech?
Voted "Top Workplaces" by Houston Chronicle and USA Today! We aim to make "family" a core reason we attract incredible people, retain them, and collectively deliver unequaled quality and service to customers. If your heart and mind are pushing you to join a team who deeply desires to be the best in the world, has a long-game approach to business, prides itself on doing exceptional work, celebrates service to others, and is willing to invest in you, you should consider Pref-Tech.
Position Overview:
The Executive Assistant to the President of Preferred Technologies, LLC (Pref-Tech) plays a critical role in maximizing executive effectiveness by managing priorities, protecting focus, and improving operational flow. This is not a traditional administrative role; it is a high-trust, high-impact position that requires sound judgment, exceptional communication, strong systems thinking, and discretion.
The Executive Assistant serves as the central hub for the President's calendar, inbox, commitments, and routine administrative tasks while continuously improving efficiency through Microsoft 365 tools and automation. Success in this role directly impacts company leadership, culture, and decision-making.
Key Responsibilities:
Executive Communication & Inbox Management

• Manage the President's inbox by triaging messages, drafting responses, routing requests, and escalating only those requiring executive judgment.
• Maintain high standards of written communication, including clarity, tone, grammar, and professionalism.
• Develop templates and repeatable responses for common communication needs.

Calendar & Meeting Coordination

• Proactively manage calendar scheduling, resolve conflicts, and protect time for deep, strategic work.
• Coordinate meetings by confirming agendas, objectives, and required materials when appropriate.
• Convert tentative or placeholder meetings into clear decisions and finalized commitments.

Commitment & Task Management

• Assist with operating and managing the President's Commitment Tracking System (CTS) using Microsoft To Do.
• Capture implicit and explicit commitments arising from emails, meetings, and conversations.
• Translate commitments into clear, actionable tasks with appropriate follow-up and accountability.
• Ensure commitments are properly scheduled, reviewed, and completed.

Administrative & Documentation Support

• Prepare routine documents for review and signature.
• Track approvals, deadlines, and follow-ups to ensure continuity and completion.
• Maintain organized records and documentation in accordance with company standards.

Microsoft 365 Enablement & Automation

• Leverage Microsoft 365 tools (Outlook, Teams, SharePoint, OneDrive, Word, Excel, PowerPoint) to improve consistency and efficiency.
• Identify opportunities to automate repetitive administrative processes using Power Automate.
• Support basic reporting or visibility dashboards using Power BI when appropriate.
• Partner with IT while operating within governance and security standards.

Continuous Improvement

• Identify recurring inefficiencies, time leaks, and process breakdowns.
• Recommend and implement system improvements, templates, checklists, and workflows.
• Support leadership effectiveness through disciplined follow-through and proactive planning.

Required Qualifications:

• Executive Assistant experience supporting C-suite executives, including the President and Executive Leadership Team.
• Exceptional written and verbal communication skills with strong attention to detail and grammar.
• Proven experience managing calendars, inboxes, and multiple competing priorities.
• High level of discretion and ability to handle confidential information responsibly.
• Strong organizational and follow-up skills with a commitment to accuracy.
• Proficiency with Microsoft Office 365 tools.
• Ability to anticipate needs, exercise judgment, and work independently.

Preferred Qualifications:

• Advanced Microsoft 365 skills (Outlook rules, Teams/SharePoint organization, PowerPoint support).
• Prefer experience working with a family-owned/private company
• Experience with Power Automate and workflow automation.
• Familiarity with task and commitment management systems.
• Power BI experience for basic dashboards or reporting.
• Process improvement or systems-thinking mindset.

Compensation & Benefits:

• Competitive Salary
• Inclusion in Operational Incentive Program, which shares excess profits as bonuses.

• 401K Safe Harbor Plan with matching dollar-for-dollar up to 4% of annual gross salary (Traditional and Roth options available)

• Health, dental, and other elective insurances

Work Hours:
This is a hybrid role requiring a minimum of two (2) days per week in the office, generally between 9:00 a.m. and 4:00 p.m. on in-office days. In-office days may increase or decrease based on business needs, meetings, training, or work activities.
Core Values:
First and foremost, at Pref-Tech, you must understand, internalize, and represent our PGRIT Core Values:

• Professionalism: Our expectations are high, we take great pride in our work, and we communicate well.
• Grit: We thrive on challenges. We do what it takes to get the job done.
• Right: We know what right is and do it every time.
• Intelligent Thought: We plan meticulously, execute decisively, and resolve issues effectively.
• Trusted Advisors: We are experts. We continuously develop our knowledge and transfer that knowledge to each other, our customers, and our vendors.

You must also fulfill our purpose statement within all decisions and actions in performance of your job and when representing Pref-Tech: "Within a family culture, nurture and inspire our employees to creatively resolve customer pain using the highest level of craftsmanship and service."
Physical Requirement:
This position is primarily office-based and requires the ability to sit for extended periods, operate a computer and standard office equipment, and communicate effectively in person and electronically. Occasional light lifting (up to 15 lbs.) may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EEO Statement:
Preferred Technologies, LLC is an Equal Opportunity Employer who is committed to workforce diversity. Minorities/Females/Disabled/Veterans are encouraged to apply. Qualified applicants will receive consideration without regard to age, race, color, religion, sex, sexual orientation, disability, or national origin. We offer a smoke-free and drug-free workplace.
Candidate Screening:
Employment is contingent upon successful completion of background investigation and pre-employment drug screen. All applications and resumes are held in confidence. Only candidates whose profiles closely match requirements will be contacted for an interview.