Executive Assistant

Company Description

Swift + Company is Houston’s premiere full-service event company, offering Catering, Events, Flowers, Rentals, and Luxury Tabletop services all under one roof. For nearly 40 years, we’ve built a reputation for exquisite menus, elegant décor, highly trained staff, and unparalleled personal service. Recognized as the gold standard in the industry, we serve a wide range of clients, from iconic hostesses to leading corporations. With our sister brand, The Fab Fête, we deliver curated components for at-home entertaining. Headquartered in Houston, Swift + Company also produces destination events across Texas and beyond.

Role Description

We are seeking a highly organized, proactive, and polished Executive Assistant to support our Senior Catering Sales Manager in a fast-paced, high-end hospitality and events environment. This is a long-term role for someone who genuinely enjoys executive and operational support and wants to build deep expertise in the catering and events industry. The right candidate thrives on creating order, enabling others to perform at their best, and delivering exceptional service to clients and teammates alike. Over time, this role includes a structured pathway into catering sales for those who demonstrate the aptitude and desire to grow in that direction – but we are first and foremost looking for someone who is excellent at and committed to this position itself.

KEY RESPONSIBILITIES

Executive & Administrative Support

+ Manage shared calendars, appointments, meetings, and event details 

+ Coordinate daily priorities and ensure timely follow-up on tasks and deadlines 

+ Prepare post-event billing folders, filing labels, sub-contractor invoices 

+ Screen calls, emails, and inquiries with professionalism and discretion 

+ Maintain organized digital and physical filing systems

Catering Sales Learning & Support

+ Track leads, contracts, deposits, and sales activity within CRM systems and Outlook; learn how the full sales cycle is structured from initial inquiry through event execution and post-event follow-up

+ Coordinate communication between clients and internal departments including culinary, warehouse operations, and banquet teams 

+ Help manage event timelines and ensure all details are accurately documented; develop familiarity with proposal structure, client pricing, and event specifications over time

Client & Event Coordination

+ Serve as a point of contact for VIP clients, vendors, and internal stakeholders on behalf of our Senior Sales Manager

+ Assist with site visits, tastings, and client meetings 

+ Ensure client requests and event changes are communicated promptly and accurately 

+ Occasionally assist onsite during events to support execution and client satisfaction

Career Development & Growth Path

Swift + Company is committed to investing in this role with intentional, structured training — not as an afterthought, but as a core part of how we develop talent. You will be supported, not just assigned tasks. The following outlines what that commitment looks like in practice:

+ Structured onboarding during your first 90 days covering Swift + Company operations, our client base, our services, and your role’s systems and workflows

+ Regular check-ins with both the Senior Catering Sales Manager and Director of Sales to discuss your performance, address questions, and identify areas for growth

+ Gradual exposure to live client interactions, consultations, and proposal development – with guidance and context, not as a sink-or-swim assignment

+ For team members who demonstrate strong performance and genuine interest in sales, a defined transition pathway into a catering sales role is available – this is an opportunity, not an expectation or condition of the position

+ We actively seek candidates who want to grow within the company – and we are equally committed to team members who excel in and truly love the executive support function itself

Qualifications

+ 3+ years of executive assistant, coordinator, hospitality, or catering support experience preferred 

+ Exceptional organizational and multitasking skills 

+ Strong written and verbal communication abilities 

+ High attention to detail and ability to manage confidential information 

+ Proficiency with Microsoft Office Suite, Google Workspace, CRM systems, and event management software 

+ Ability to work flexible hours when events require; seasonal (including some nights and some weekends)

Preferred Skills

+ Strong customer service and relationship-building abilities 

+ Ability to anticipate needs and solve problems independently 

+ Comfortable working in high-volume, deadline-driven environments 

+ Professional demeanor with excellent interpersonal skills 

+ Experience supporting senior-level sales executives or leadership teams