Executive Administrative Assistant

Food Traders LLC; Houston (TX); On-site; USD 50,000 - 65,000; Full time

Job summary

Food Traders LLC in Houston, TX, is seeking an Executive Administrative Assistant for a full-time, on-site role to support senior leadership. The position focuses on calendar management, meeting coordination, travel arrangements, and preparation of presentations and reports.

You will handle calls and correspondence, organize files, and manage confidential information with discretion. Collaboration across departments is essential to maintain an organized, efficient office environment.

Qualifications

• Manage calendars, documents, filing systems, and general office operations.
• Support senior leadership, prepare reports, and coordinate high-level meetings.
• Excellent communication and phone etiquette with internal and external stakeholders.
• Strong organizational and time-management skills with attention to detail.
• Proficiency with office software and comfort with digital document management.
• Handle confidential information responsibly, work independently, and collaborate with diverse teams.
• Experience in administrative/executive assistant roles in distribution, food service, or related industries is beneficial.
• Degree preference: associate or bachelor’s in business/administration or equivalent experience.

Responsibilities

• Manage calendar, meetings, travel arrangements, and preparation of presentations/reports.
• Handle phone calls, correspondence, and filing systems.
• Coordinate internal and external meetings and assist with documentation for supplier/customer interactions.
• Ensure smooth office operations and professional environment.
• Support leaders and teams across departments with administrative tasks.
• Prepare and organize documents, reports, and presentations for leadership reviews.
• Maintain confidentiality and exercise discretion in handling sensitive information.

Skills

Administrative Support

Calendar Management

Executive Support

Communication

Time Management

Organization

Discretion & Confidentiality

Team Collaboration

Education

Associate or bachelor’s degree in business/administration

Tools

Microsoft Office

Document Management Systems

Job description

Company Description

Food Traders LLC is a U.S.-based importer and wholesale distributor of seafood and premium proteins serving the restaurant and hospitality sector. The company focuses on strategic international sourcing, rigorous quality control, and long-term supply partnerships to support reliable operations for its clients. With direct relationships to global suppliers and strict product specifications, Food Traders prioritizes yield awareness, cost optimization, and cold-chain discipline. The team guides restaurant and hospitality operators with intelligent sourcing decisions rather than simple product sales. Applicants can expect to join a company committed to long-term supply, consistent quality, and professional execution.

Role Description

The Executive Administrative Assistant is a full-time, on-site role based in Houston, TX. This position supports senior leadership with calendar management, meeting coordination, travel arrangements, and preparation of presentations and reports. Day-to-day responsibilities include handling phone calls and correspondence, organizing and maintaining digital and physical files, and managing confidential information with discretion. The role also involves coordinating internal and external meetings, assisting with documentation for supplier and customer interactions, and ensuring smooth office operations. The Executive Administrative Assistant collaborates with leaders and team members across departments to maintain an organized, efficient, and professional work environment.

Qualifications

• Candidates should possess strong Administrative Assistance and Clerical Skills to manage calendars, documents, filing systems, and general office operations.
• Candidates should possess Executive Administrative Assistance capabilities, including supporting senior leadership, preparing reports, and coordinating high-level meetings.
• Candidates should possess excellent Communication and Phone Etiquette skills to manage calls, emails, and professional interactions with internal and external stakeholders.
• Candidates should possess strong organizational and time-management skills, with attention to detail and the ability to prioritize multiple tasks in a fast-paced environment.
• Candidates should possess proficiency with office software (e.g., Microsoft Office or similar tools) and comfort working with digital document management systems.
• Candidates should possess the ability to handle confidential information responsibly, work independently, and collaborate effectively with diverse teams.
• Previous experience in administrative or executive assistant roles, particularly in distribution, food service, or related industries, is beneficial.
• An associate or bachelor’s degree, or equivalent experience in business, administration, or a related field, is preferred.