Executive Assistant

Description

Title:

Executive Assistant
Department: EPC Business Unit

Location:

Houston, TX
Supervisor:
Chief Executive Officer

FLSA Status:
Non-Exempt
Position Status:
Permanent, Full-Time
Work Status:
In-Office

The Executive Assistant plays a critical role in providing administrative support to the Chief Executive Officer (CEO) and other executives as needed to ensure the smooth operation of executive-level functions. The position requires a highly organized, proactive, and detail-oriented individual who can manage multiple priorities in a fast-paced environment. This role reports to the CEO or other senior management personnel that the CEO may designate.

The position is based in the Houston, TX office, works from the office five days a week, and has working hours Monday through Friday from 8:00 am to 5:00 pm or 9:00 am to 6:00 pm local time. Travel up to 10% of the time is expected.

• Manage complex calendars by scheduling internal and external appointments across multiple time zones.
• Coordinate meeting logistics, including room bookings and video conferencing setups.
• Prepare agendas and distribute relevant materials to attendees ahead of scheduled meetings.
• Record detailed meeting minutes and track action items to ensure timely follow-up.

• Support travel arrangements, including flights, hotels, and ground transportation for domestic and international travel.
• Process expense reports accurately.

• Serve as the primary liaison for communication and coordination across various department heads.
• Draft, proofread, and edit internal announcements, emails, and official correspondence.
• Screen incoming inquiries, prioritizing urgent matters that require immediate leadership attention.

• Organize digital document storage to ensure files are secure, structured, and easily searchable.
• Perform accurate data entry across various company databases, tracking systems, and CRM platforms.
• Maintain confidentiality when handling sensitive corporate information, contracts, and personnel records.

• Prepare polished presentations and slide decks for executive review and board meetings.
• Compile data and draft reports on departmental performance, metrics, and special projects.

• Regular attendance in accordance with company’s attendance policy and supervisory assignment is an essential job duty requirement for this position.
• Perform other duties and special projects as assigned by Management.

• Bachelor’s Degree in Business Administration, Management, or another business-related field.
• Minimum 7 years of experience in an administrative role.
• Minimum of 5 years of experience working for and with C-level executives in a corporate environment.
• Must be proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• High level of discretion and confidentiality in handling sensitive project and corporate information.
• Strong problem‑solving skills and the ability to anticipate needs proactively.
• Experience managing complex calendars and scheduling across multiple time zones, travel logistics for U.S. as well as international, and high-level meetings.
• Familiarity with construction management software a plus (Procore).
• Experience with submitting expense reports (Concur).
• Strong attention to detail and commitment to producing high-quality work with accuracy.
• Ability to adapt quickly to changing priorities and handle multiple tasks simultaneously.
• Professional demeanor and excellent interpersonal skills.
• Willingness to travel up to 10% of the time.
• Ability to multitask and thrive in a fast-paced working environment.

• Stationary Position: frequently remains stationary up to 90% of the time and sits up to 8 hours in a day.
• Move/Traverse: infrequently bend, stand, stoop and/or walk.
• Carry Weight: infrequently carry weight and/or lift objects (light to heavy) weighing up to 10 pounds.
• Hearing and Speech: frequently communicates with the ability to hear and talk on a regular basis…