Office Coordinator / Executive Assistant (ONSITE)

Office Coordinator / Executive Assistant

The Office Coordinator / Executive Assistant keeps Blue Spark's Houston headquarters running smoothly and provides executive-level administrative support to the leadership team. The role supports all departments and will play a key part in building the office environment, processes, and culture as Blue Spark grows its Houston team.

This is a full-time, on-site role based in Houston, TX.

Key Accountabilities:

Executive Support

• Manage calendars, meetings, and scheduling for senior leaders, balancing competing priorities.
• Coordinate domestic and international travel, itineraries, and expense reports.
• Prepare correspondence, presentations, reports, and meeting materials.
• Organize leadership meetings, take minutes, and track action items through to completion.
• Handle confidential and sensitive information with discretion.

Office Management

• Oversee day-to-day operations of the Houston office, including facilities, supplies, equipment, and vendor relationships.
• Serve as the main point of contact for building management, maintenance, and service providers.
• Welcome visitors, customers, and partners, and manage reception, mail, and deliveries.
• Coordinate workspace setup and space planning as the Houston team grows.
• Track office purchases, purchase orders, and invoices in partnership with Finance.

Cross-Department Support

• Provide administrative support to all departments, including Engineering, Manufacturing, Commercial, and Finance.
• Coordinate onboarding logistics for new hires, including workspace, equipment, building access, and first-day setup, in partnership with HR and IT.
• Maintain office procedures, contact lists, and shared filing systems.
• Support HR with administrative tasks such as interview scheduling.

Events & Engagement

• Plan and coordinate company meetings, team events, customer visits, and celebrations.
• Help build a welcoming, engaging office culture that brings teams together.

Health, Safety & Environment

• Support office safety programs, including emergency procedures, first aid supplies, and evacuation drills.
• Ensure visitors follow site sign-in and safety requirements.

Required Skills & Qualifications:

• 3+ years of experience as an executive assistant, office coordinator, office manager, or in a similar role, ideally supporting senior executives.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams).
• Excellent organizational skills, with the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Proven discretion with confidential information.
• Experience with travel booking and expense management tools is an asset.
• Experience in energy, oil & gas, technology, or a fast-growing company is an asset.
• Post-secondary education in business administration or a related field is an asset.

Behavioral Competencies

• WE/ME Team First
• Dependable Owns Commitments
• Solve It! Ingenuity
• Fun Works Optimism & Humor
• People Centric
• Detail-Oriented
• Communication
• Discretion & Professionalism

Physical Demands/Work Environment:

• Variable and fast-paced work environment subject to schedule and priority changes and short-notice requests.
• On-site role at our Houston, TX headquarters. Work is primarily office-based.
• Occasional lifting of office supplies and deliveries.
• May occasionally require flexible hours to support executive schedules, events, or international time zones.
• Visits to the manufacturing floor require following PPE and site safety requirements.

NOTE: This job description is not intended to be all-inclusive. Employees may perform other related duties as negotiated to meet the ongoing needs of the organization.

At Blue Spark, we believe great teams are built through diverse perspectives and inclusive practices. We're committed to creating an inclusive workplace and welcome applications from all qualified candidates.