Executive Assistant

NES Fircroft; Texas; On-site; USD 65,000 - 90,000; Full time

Job summary

NES Fircroft is seeking an organized Executive Assistant to support three senior leaders within the Sales and Commercial Leadership team. The role requires managing complex calendars, coordinating international travel, and aiding in planning customer meetings and events across Houston and London.

The ideal candidate will have 5–8 years of EA experience, strong Microsoft 365 proficiency, and excellent communication.

Qualifications

• Minimum 5-8 years of Executive Assistant or similar experience supporting senior leaders.
• Proficiency with Microsoft 365 applications (Outlook, Teams, Word, Excel, PowerPoint).
• Experience managing complex executive calendars and travel arrangements.
• Strong organizational, prioritization, and multitasking skills.
• Excellent verbal and written communication.
• Professionalism, discretion, and confidentiality.
• Bachelor's degree preferred; equivalent experience considered.

Responsibilities

• Provide dedicated executive administrative support to three senior leaders across multiple locations.
• Manage complex calendars and schedule meetings across time zones.
• Coordinate domestic and international travel, including flights, accommodations, and itineraries.
• Process travel and expense reports and related administrative tasks.
• Coordinate meetings, conference rooms, and executive engagements.
• Liaise between executives, stakeholders, customers, and vendors.
• Support planning of customer meetings, conferences, and events.
• Coordinate logistics for events and meetings, including materials.
• Assist with procurement processes as needed.
• Maintain confidentiality in handling sensitive information.
• Anticipate needs and resolve scheduling and operational issues.
• Support day-to-day office and organizational activities.

Skills

Executive support

Calendar management

Travel coordination

Communication

Stakeholder management

Education

Bachelor's degree preferred

Tools

Microsoft 365

SAP Ariba

Fieldglass

Concur

Job description

About the Role We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to three senior leaders within the Sales and Commercial Leadership team. This role will serve as a trusted business partner, managing complex calendars, coordinating travel, supporting customer-facing events, and ensuring smooth day-to-day operations across a geographically dispersed leadership team.

The ideal candidate will possess strong communication skills, exceptional attention to detail, and the ability to work independently in a fast‑paced environment while interacting professionally with internal stakeholders, customers, and external vendors.

Key Responsibilities

• Provide dedicated executive administrative support to three senior leaders located across Houston and London.
• Manage complex calendars, schedule meetings, and coordinate activities across multiple time zones.
• Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Process travel and expense reports and support related administrative activities.
• Coordinate meetings, conference rooms, and executive-level business engagements.
• Serve as a liaison between executives, internal stakeholders, customers, and external vendors.
• Support planning and execution of customer meetings, conferences, leadership events, and other business functions.
• Coordinate event logistics, including venue arrangements, communications, attendee management, and meeting materials.
• Assist with vendor coordination and administrative procurement processes as needed.
• Maintain confidentiality while handling sensitive business information and executive communications.
• Anticipate administrative needs and proactively resolve scheduling and operational issues.
• Support day-to-day office and organizational activities to ensure efficient business operations.

Expected Role Challenges

• Managing calendars and requirements from three different executives in different work locations.

Required Qualifications

• Minimum 5-8 years of Executive Assistant, Senior Administrative Assistant, or related experience supporting senior leaders.
• Proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, and PowerPoint.
• Experience managing complex executive calendars and travel arrangements.
• Strong organizational, prioritization, and multitasking skills.
• Excellent verbal and written communication skills.
• Demonstrated ability to work effectively with stakeholders at all levels of an organization.
• High level of professionalism, discretion, and confidentiality.
• Bachelor's degree preferred; equivalent combination of education and relevant experience will be considered.

Preferred Qualifications

• Prior experience supporting multiple executives simultaneously.
• Experience within the oil and gas, energy, or industrial sector.
• Knowledge of SAP Ariba, Fieldglass, Concur, or similar business systems.
• Experience coordinating customer events, conferences, and executive meetings.
• Experience working with geographically distributed teams and international stakeholders.

Desirable Attributes

• Executive presence and professionalism.
• Strong relationship-building skills.
• Attention to detail.
• Problem-solving and critical thinking.

Soft Skills

• Initiative and accountability.
• Customer-service mindset.
• Adaptability and flexibility.
• Ability to manage competing priorities in a dynamic environment.

Tools & Systems

• Microsoft 365 applications (Outlook, Teams, Word, Excel, and PowerPoint).
• SAP Ariba, Fieldglass, Concur, or similar business systems.

Education

• Bachelor's degree or equivalent experience.

Industry Experience

• Oil & Gas industry experience preferred.

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining andManufacturingsectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.