Administrative Assistant

Benefits:

401(k)

Health insurance

Paid time off

Dental insurance

Vision insurance

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