Executive Assistant

Executive Assistant

At National Tank & Equipment (NTE), part of the Power Technique division of Atlas Copco, our mantra is "First In Mind, First In Choice." We are a trusted partner delivering innovative and reliable rental equipment solutions to complex industrial operations across the United States.

Our culture is built on autonomy, collaboration, and continuous development. We prioritize safety, performance, and customer success while fostering an inclusive environment where diverse perspectives drive innovation. By combining advanced technology with operational expertise, we help our customers improve productivity and reliability in demanding environments.

Mission Statement

As the Executive Assistant, your mission is to provide proactive executive, administrative, and operational support to the General Manager and leadership team. This role serves as the administrative hub for NTE Headquarters by coordinating priorities, communications, meetings, records, and key business activities with professionalism, confidentiality, and strong follow-through.

What You Will Do

Executive Support & Leadership Coordination

• Manage executive calendars, meetings, travel, expenses, agendas, presentations, reports, and leadership communications.
• Coordinate leadership meetings, document decisions, track action items, and ensure follow-through on priorities.
• Anticipate leadership needs and proactively resolve scheduling, logistical, and administrative challenges.

Headquarters Administration & Office Operations

• Serve as the primary point of contact for visitors, customers, candidates, vendors, and business partners.
• Manage reception, visitor registration, conference room readiness, office hospitality, mail, deliveries, supplies, and workplace coordination.
• Support employee meetings, leadership events, business functions, and special company events.

Communication & Stakeholder Management

• Coordinate leadership communications and support effective information flow across internal and external stakeholders.
• Build professional working relationships with employees, leaders, customers, vendors, and business partners.
• Maintain accurate, organized, and confidential records and documentation.

Vendor Management & Contract Administration

• Maintain organized vendor agreements, contracts, lease documents, service agreements, and business records.
• Monitor renewals, expiration dates, compliance requirements, and document retention schedules.
• Coordinate vendor support for facilities, office services, equipment leasing, supplies, marketing, and other business operations.

Asset & Records Administration

• Administer company cell phone and fuel card programs, including assignments, replacements, onboarding, offboarding, inventory, and compliance tracking.
• Maintain organizational charts, emergency contacts, meeting records, shared drive structures, and administrative documentation.
• Support audits, compliance initiatives, and document retention requirements.

Strategic Initiatives & Project Support

• Support strategic initiatives and special projects through research, planning, coordination, and preparation of materials.
• Track progress, milestones, deliverables, action plans, and accountability for key business priorities.

Process Improvement & Confidentiality

• Identify opportunities to improve administrative processes, operational efficiency, and organizational effectiveness.
• Develop and maintain administrative procedures, best practices, and consistent ways of working.
• Handle sensitive business and personnel information with professionalism, discretion, and confidentiality.

To Succeed, You Will Need

• Associate's degree in business administration or a related field, or equivalent work experience.
• Minimum of 5 years of experience in an executive assistant, administrative, office management, or leadership support role.
• Experience supporting senior leaders or executive-level management preferred.
• Proficiency in Microsoft Office Suite, including Outlook, Word, PowerPoint, Excel, Teams, SharePoint, and OneDrive.
• Strong organization, planning, time management, follow-up, and project coordination skills.
• Excellent written, verbal, interpersonal, and stakeholder communication skills.
• Ability to manage confidential information, exercise sound judgment, and maintain professionalism under changing priorities.
• Experience coordinating complex domestic and international travel arrangements.
• Proactive, detail-oriented, and solution-focused approach to supporting leaders and business operations.

What We Offer

• A culture built on trust, accountability, and collaboration
• Opportunities for professional growth and career advancement
• An innovative, forward-thinking work environment
• Competitive compensation and benefits package
• Comprehensive health and wellness programs
• A workplace committed to inclusion, safety, and employee well-being

Location

This position is based at our corporate office in Pasadena, TX, is fully in-office, and requires up to 15% travel.