Administrative Assistant

Job Description

Job Description

Administrative Assistant 

Sowells Consulting Engineers (SCE) – Houston, Texas

Sowells Consulting Engineers (SCE) is seeking a highly organized, proactive, and professional Administrative Assistant to work directly with the owners and executive leadership team of a fast-paced civil engineering and construction management firm. The selected candidate will serve as a trusted right hand to company ownership, helping manage daily executive operations, communications, scheduling, organizational efficiency, office coordination, and administrative support.

As a small business environment, this role requires a hands-on team player who is comfortable wearing multiple hats and assisting with a variety of operational, office, and occasional personal support tasks for ownership. The ideal candidate understands the importance of maintaining a professional, organized, and efficient office environment while supporting leadership at a high level.

Position Overview

Administrative Assistant will provide direct day-to-day support to the company owners and senior leadership team. Responsibilities include executive calendar management, communication coordination, meeting preparation, office organization, inventory management, operational follow-up, administrative oversight, and general office support.

The role requires professionalism, adaptability, urgency, discretion, and a willingness to assist wherever needed to support efficient company operations. This individual will regularly interact with clients, consultants, contractors, vendors, municipal representatives, and internal staff on behalf of company leadership.

Key Responsibilities

Executive & Owner Support

• Proactively manage executive calendars, schedules, meetings, and appointments
• Coordinate meetings, conference calls, travel arrangements, and executive logistics
• Prepare agendas, reports, briefing materials, presentations, and meeting documents
• Track executive action items and ensure timely follow-up across departments
• Organize incoming communications and prioritize responses appropriately
• Assist owners with operational, administrative, and occasional personal support tasks
• Anticipate executive needs and maintain strong responsiveness in a fast-paced environment
• Serve as a liaison between ownership, staff, clients, consultants, and external stakeholders

Office Operations & Administrative Coordination

• Maintain organized digital and physical filing systems
• Support daily office operations and administrative workflows
• Coordinate internal communication and scheduling efforts
• Maintain office supplies, inventory, snacks, beverages, and operational materials
• Monitor inventory levels and coordinate ordering and restocking as needed
• Assist with document preparation, formatting, scanning, and records management
• Support leadership with administrative tracking and reporting
• Ensure executives are prepared for meetings, deadlines, and operational priorities
• Assist with maintaining a clean, organized, and professional office environment, including light straightening and office upkeep

Communication & Professional Representation

• Draft professional correspondence, emails, memorandums, and executive communications
• Answer calls and communicate professionally with clients and stakeholders
• Welcome visitors and maintain a professional office presence
• Handle sensitive and confidential company information with discretion
• Demonstrate professionalism, urgency, accountability, and strong interpersonal skills at all times

Qualifications

• 5+ years of executive assistant, administrative coordination, office management, or related experience preferred
• Experience supporting executives or company ownership strongly preferred
• Strong organizational and multitasking skills
• Excellent written and verbal communication abilities
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Experience with Adobe Acrobat, Google Workspace, and digital document management
• Ability to prioritize tasks and manage shifting deadlines
• Professional demeanor with strong problem-solving abilities
• Ability to work independently while maintaining accountability
• Comfortable working in a small office environment where responsibilities may vary day-to-day
• Willingness to assist with operational, office, and occasional personal support tasks as needed
• Experience in engineering, construction, professional services, or municipal environments is a plus

Ideal Candidate Traits

The ideal candidate:

• Thinks ahead and anticipates needs before being asked
• Is highly organized and detail-oriented
• Communicates clearly and professionally
• Maintains composure under pressure
• Demonstrates initiative and ownership of responsibilities
• Is comfortable working directly with company owners and leadership
• Can balance urgency, confidentiality, and professionalism
• Is adaptable and willing to assist with both high-level and day-to-day operational needs
• Thrives in a fast-paced, entrepreneurial small business environment