Executive Assistant

Job Description

Job Description

Executive Assistant – Office of the CEO

Houston, TX

About Intuitive Machines:

Intuitive Machines is an innovative and cutting-edge space company making cislunar space accessible to both public and private customers. Our mission is to further science and exploration, communications, and economic progress from the Earth to the Moon and beyond. With multiple NASA lunar missions in development and additional private missions on our manifest, we pride ourselves in supporting NASA, our customers, and the nation in paving the way to return humans to the surface of the Moon. Our world-class team includes experts in all aspects of spacecraft subsystems design, development, and test, on-orbit operations, and safety.

About the Position:

The Executive Assistant serves as a trusted partner to the Office of the CEO, providing comprehensive executive and office management support that enables C-Suite leaders in our Houston, TX office to operate efficiently and effectively. Reporting to the Senior Director, Executive Operations & Engagement, this role is responsible for managing executive calendars, travel logistics, expenses, meeting/calendar coordination, and administrative operations while ensuring a professional, welcoming, and well-functioning office environment.

The Executive Assistant also serves as the primary coordinator for office operations, supporting workplace organization, VIP/Senior customer visits, executive meetings, conference room readiness, kitchen and common area management, and day-to-day administrative functions. This individual must anticipate needs, exercise sound judgment, maintain confidentiality, and provide exceptional customer service to both internal and external stakeholders.

Responsibilities:

Executive Support

• Manage complex calendars for multiple C-Suite executives, balancing competing priorities and ensuring efficient use of executive time.
• Coordinate domestic and international travel, including flights, hotels, transportation, itineraries, visas (as required), and contingency planning.
• Prepare and reconcile executive expense reports in accordance with company policies.
• Coordinate executive meetings, including scheduling, logistics, meeting materials, catering, and follow-up actions.
• Screen and prioritize requests for executive time while coordinating across internal and external stakeholders.
• Prepare travel itineraries, briefing materials, and meeting logistics.
• Support executive communications and administrative correspondence as needed.
• Maintain confidentiality while handling highly sensitive business information.

Office Operations & Workplace Management

• Serve as the primary coordinator for day-to-day office operations.
• Manage office and workspace assignments in coordination with leadership and Facilities.
• Coordinate conference room scheduling and ensure meeting spaces are prepared for executive and customer meetings.
• Maintain kitchen and breakroom supplies and coordinate replenishment with vendors.
• Manage office supply inventory and ordering.
• Coordinate office events and employee gatherings.
• Partner with Facilities, Security, IT, and other support organizations to resolve office-related issues.
• Help ensure a professional, organized, and welcoming workplace environment.

Customer & Executive Meeting Support

• Coordinate logistics for customer visits, executive briefings, and leadership meetings.
• Arrange catering, room setup, audiovisual requirements, visitor access, and meeting materials.
• Serve as a point of contact for customer visit coordination with internal stakeholders.
• Ensure meeting spaces reflect the company's professional standards and brand.

Administrative Operations

• Maintain administrative records and documentation.
• Process purchase requests and other administrative transactions as required.
• Coordinate shipping, receiving, and special administrative requests.
• Identify opportunities to improve administrative processes and office efficiency.
• Support special projects assigned by the Senior Director, Executive Operations & Engagement.

Desired Skills & Competencies

• Exceptional organizational and time management skills.
• Strong attention to detail with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and integrity.
• Strong customer service mindset with the ability to interact confidently with executives, customers, and employees.
• Ability to anticipate needs and proactively solve problems.
• Comfortable working in a fast-paced, dynamic environment with changing priorities.
• Strong interpersonal skills and the ability to build effective working relationships across the organization.
• Resourceful, adaptable, and self-motivated.
• Demonstrated ability to maintain confidentiality with sensitive information.
• Collaborative team player with a positive, service-oriented attitude.

Success Measures

• Success in this role will be demonstrated by:

• Executives are well prepared, organized, and able to maximize their time and focus.
• Executive travel, scheduling, and expenses are managed accurately and efficiently.
• Customer and executive meetings are executed seamlessly with exceptional attention to detail.
• Office operations run smoothly with a professional and welcoming environment.
• Administrative processes are timely, accurate, and continuously improved.
• Internal and external stakeholders consistently experience responsive, high-quality support.
• Trusted relationships are established across the Executive Leadership Team and broader organization.

Requirements:

• Bachelor's degree or equivalent combination of education and relevant experience.
• Five or more years of experience supporting senior executives, preferably at the Vice President or C-Suite level.
• Experience coordinating complex executive calendars and travel.
• Experience preparing executive expense reports.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Strong organizational and project coordination skills.
• Excellent written and verbal communication abilities.

Preferred Requirements:

• Experience supporting executive leadership within aerospace, defense, manufacturing, or technology organizations.
• Experience coordinating executive events and customer visits.
• Familiarity with travel booking platforms and expense management systems such as Concur.
• Experience with office management or workplace operations.
• Knowledge of executive meeting protocols and board-level support.

US EEO Statement:

Intuitive Machines is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.