Administration / Executive Support

Job Description

Job Description

Job Function: Administration / Executive Support
Location: Spring, Texas, United States
Work Arrangement: Onsite
Pay: $20-$25/Hr
Experience : 3 years
Type:: Long- Term Contract

• Client is seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to senior leaders and their teams. The ideal candidate will serve as a trusted partner, ensuring efficient execution of day-to-day business operations, team coordination, event planning, and office management activities.
• This role requires exceptional organizational skills, the ability to manage multiple priorities simultaneously, strong communication capabilities, and a customer-focused mindset. The Executive Assistant will work closely with leadership, team members, business partners, and site administration to support a growing organization located in Spring, Texas.

• Manage complex calendars, scheduling meetings across multiple time zones and organizations.
• Coordinate team meetings, staff meetings, reviews, and leadership sessions.
• Prepare meeting agendas, capture minutes, distribute meeting notes, and track follow-up actions to closure.
• Monitor and follow up on key action items, deadlines, and business commitments.
• Assist leadership with administrative and operational activities to ensure efficient execution of team priorities.

• Coordinate domestic and international travel arrangements, including flights, hotels, transportation, and travel itineraries.
• Support visiting employees and stakeholders traveling to the Houston/Spring office.
• Collaborate with site administration, managers, and executive support staff to facilitate seamless travel and office visits.

• Coordinate weekly team lunches and other team engagement activities.
• Manage ordering of office snacks and refreshments and maintain inventory levels.
• Support seating and workspace planning as the team grows and organizational needs evolve.
• Assist with onboarding logistics for new team members.

• Manage Purchasing Card (P-Card) transactions and reconciliation for approved local purchases.
• Research and coordinate procurement of equipment, hardware, and other materials required by development and QA teams.
• Track purchasing requests and ensure compliance with company policies and procedures.

• Manage inventory of internal-use hardware and equipment.
• Retrieve inventory items from designated storage and pool locations.
• Maintain accurate tracking of hardware status, assignments, recycling activities, and asset disposition.
• Partner with IT and operations teams to ensure equipment availability and lifecycle management.

• Event Planning and Coordination
• Lead planning and execution of team offsite meetings, workshops, and team-building events.
• Coordinate logistics, venue arrangements, catering, communications, and budgets for team outings and special events.
• Support employee engagement initiatives and contribute to a positive team culture.

• High school diploma or equivalent required.
• Associate's or Bachelor's degree preferred.
• Typically 3 years of experience in executive administration, office management, project coordination, or similar support roles.
• Experience supporting senior leaders and cross-functional teams in a fast-paced environment preferred.

• Excellent organizational and time-management skills.
• Office Admin experience
• Strong calendar management and meeting coordination expertise.
• Exceptional written and verbal communication skills.
• Experience preparing meeting minutes and tracking action items.
• Ability to manage confidential and sensitive information with discretion.
• Strong proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Experience with travel booking, expense processing, and procurement activities.
• Strong attention to detail and problem-solving capabilities.
• Ability to prioritize competing demands and adapt to changing business needs.
• Collaborative team player with a customer-focused approach.

• The Executive Assistant plays a critical role in enabling leadership effectiveness, improving team productivity, and ensuring smooth operation of organizational activities. This position serves as a key point of coordination across leadership, employees, site administration, and business partners, contributing directly to team engagement, operational excellence, and organizational success.