Executive Assistant

VySystems; Spring (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

VySystems seeks an Executive Assistant to provide comprehensive administrative and operational support to senior leaders. The role focuses on meticulous calendar management, cross-functional coordination, and proactive office operations in Spring, Texas.

Responsibilities include travel arrangements, event planning, procurement, and asset management, ensuring seamless execution of team priorities and a positive, customer-focused culture.

Qualifications

• 3+ years of executive administration, office management, or related support roles.
• Experience supporting senior leaders and cross-functional teams in a fast-paced environment.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage complex calendars across multiple time zones and organizations.
• Coordinate team and leadership meetings; prepare agendas and minutes; track follow-ups.

Skills

Calendar management

Meeting coordination

Time management

Minutes and action items

Discretion with confidential info

Microsoft 365 proficiency

Outlook

Teams

Word

Excel

PowerPoint

SharePoint

Travel booking

Expense processing

Education

High school diploma or equivalent

Associate's degree

Bachelor's degree

Tools

Outlook

Teams

Word

Excel

PowerPoint

SharePoint

Job description

Client is seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to senior leaders and their teams. The ideal candidate will serve as a trusted partner, ensuring efficient execution of day-to-day business operations, team coordination, event planning, and office management activities.

This role requires exceptional organizational skills, the ability to manage multiple priorities simultaneously, strong communication capabilities, and a customer-focused mindset. The Executive Assistant will work closely with leadership, team members, business partners, and site administration to support a growing organization located in Spring, Texas.

Responsibilities

Executive and Team Support

• Manage complex calendars, scheduling meetings across multiple time zones and organizations.
• Coordinate team meetings, staff meetings, reviews, and leadership sessions.
• Prepare meeting agendas, capture minutes, distribute meeting notes, and track follow-up actions to closure.
• Monitor and follow up on key action items, deadlines, and business commitments.
• Assist leadership with administrative and operational activities to ensure efficient execution of team priorities.

Travel and Logistics

• Coordinate domestic and international travel arrangements, including flights, hotels, transportation, and travel itineraries.
• Support visiting employees and stakeholders traveling to the Houston/Spring office.
• Collaborate with site administration, managers, and executive support staff to facilitate seamless travel and office visits.

Office Operations and Team Engagement

• Coordinate weekly team lunches and other team engagement activities.
• Manage ordering of office snacks and refreshments and maintain inventory levels.
• Support seating and workspace planning as the team grows and organizational needs evolve.
• Assist with onboarding logistics for new team members.

Financial and Procurement Support

• Manage Purchasing Card (P-Card) transactions and reconciliation for approved local purchases.
• Research and coordinate procurement of equipment, hardware, and other materials required by development and QA teams.
• Track purchasing requests and ensure compliance with company policies and procedures.

Asset and Inventory Management

• Manage inventory of internal-use hardware and equipment.
• Retrieve inventory items from designated storage and pool locations.
• Maintain accurate tracking of hardware status, assignments, recycling activities, and asset disposition.
• Partner with IT and operations teams to ensure equipment availability and lifecycle management.

Event Planning and Coordination

• Lead planning and execution of team offsite meetings, workshops, and team-building events.
• Coordinate logistics, venue arrangements, catering, communications, and budgets for team outings and special events.
• Support employee engagement initiatives and contribute to a positive team culture.

Education & Experience

• High school diploma or equivalent required.
• Associate's or Bachelor's degree preferred.
• Typically 3+ years of experience in executive administration, office management, project coordination, or similar support roles.
• Experience supporting senior leaders and cross-functional teams in a fast-paced environment preferred.

Knowledge & Skills

• Excellent organizational and time-management skills.
• Strong calendar management and meeting coordination expertise.
• Exceptional written and verbal communication skills.
• Experience preparing meeting minutes and tracking action items.
• Ability to manage confidential and sensitive information with discretion.
• Strong proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Experience with travel booking, expense processing, and procurement activities.
• Strong attention to detail and problem-solving capabilities.
• Ability to prioritize competing demands and adapt to changing business needs.
• Collaborative team player with a customer-focused approach.

Impact & Scope

The Executive Assistant plays a critical role in enabling leadership effectiveness, improving team productivity, and ensuring smooth operation of organizational activities. This position serves as a key point of coordination across leadership, employees, site administration, and business partners, contributing directly to team engagement, operational excellence, and organizational success.

Client Values

Successful candidates will demonstrate Client's values through collaboration, innovation, integrity, customer focus, inclusion, and accountability while creating an exceptional employee experience for leaders and team members.