Executive Assistant

The Job Responsibilities

We are looking for an Executive Assistant to work in our Houston, TX office.

This role serves as a key liaison between executives and internal/external stakeholders, ensuring efficient operations, effective communication, and seamless coordination of executive priorities. The ideal candidate is professional, proactive, adaptable, and thrives in a fast-paced environment while handling sensitive and confidential information with discretion.

Main Responsibilities:

Executive Calendar & Meeting Management

• Manage complex calendars, schedules, and meeting logistics for senior leaders.
• Coordinate recurring leadership meetings, site management meetings, and Quarterly Business Reviews (QBRs).
• Prepare and distribute agendas, presentations, meeting materials, and communications.
• Track meeting outcomes, action items, and follow-up activities.

Travel & Expense Management

• Coordinate domestic and international travel arrangements, including flights, hotels, transportation, and itineraries.
• Process travel and business expenses in accordance with company policies.
• Manage corporate credit card reconciliations and expense reporting.

Department Operations & Administrative Support

• Support daily departmental operations and administrative processes.
• Coordinate on-site and off-site meetings, customer visits, and site visits.
• Manage facility arrangements, catering, invitations, and meeting materials.
• Order and coordinate office supplies for field-based employees.

Leadership & Recognition Program Support

• Support Safety and Medical Services Leadership Teams by coordinating meetings and business reviews.
• Administer the Service Zenith Recognition Program, including participant communications, travel logistics, and event coordination.
• Serve as the primary liaison with external travel partners and vendors.

Records Management

• Maintain executive and departmental records, organizational charts, team directories, and confidential documentation.
• Ensure proper document control, organization, security, and confidentiality.

Your Qualifications

• High School Diploma required; additional education preferred or equivalent combination of education and experience.
• 10+ years of administrative support experience, preferably supporting senior executives or C-level leaders.
• Experience handling confidential and sensitive information.
• Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Microsoft Teams.
• Excellent verbal and written communication skills.
• Exceptional organizational, prioritization, and multitasking abilities.
• Ability to work accurately and efficiently in a fast-paced environment.
• Flexible, adaptable, and detail-oriented.
• Strong teamwork and relationship-building skills.