Executive Assistant

EPITEC; The Woodlands (TX); On-site; USD 57,000 - 81,000; Full time

Job summary

EPITEC is seeking an experienced Executive Assistant to support three senior leaders in a Sales and Commercial Leadership organization. This onsite role manages calendars, travel, meetings, and events across Houston and London, coordinating complex schedules across time zones.

The ideal candidate has 5–8+ years of executive-level administrative experience, exceptional organization, and strong communication skills, with the discretion to handle sensitive information in a fast-paced environment.

Qualifications

• 5–8+ years of executive-level administrative experience supporting senior leadership.
• Proven ability to manage complex calendars and travel arrangements.
• Strong written and verbal communication skills.
• Proven discretion with confidential information.

Responsibilities

• Provide executive support to three senior leaders across multiple locations.
• Manage calendars, meetings, and scheduling across time zones.
• Coordinate domestic and international travel and itineraries.
• Prepare travel and expense reports.
• Coordinate meeting spaces, events, and vendor communications.
• Support executive communications and incident-free operations.

Skills

Executive support experience

Calendar management

Travel coordination

Communication skills

Discretion and confidentiality

Independent and proactive work

Education

Bachelor's degree preferred

Tools

Microsoft 365

Outlook

Teams

Word

Excel

PowerPoint

Job description

Location: The Woodlands, TX

Work Arrangement: Onsite

Contract Duration: 1-year, with possible extension, W2

Industry: Energy / Oil & Gas

Pay: $50/hr

Job Summary

We are seeking an experienced Executive Assistant to provide high-level administrative support to three senior leaders within a Sales and Commercial Leadership organization. This position will manage complex calendars, coordinate domestic and international travel, support executive meetings and customer events, and help keep day-to-day operations running efficiently across multiple locations and time zones.

The ideal candidate has 5–8+ years of executive-level administrative experience, is highly organized and proactive, and is comfortable supporting multiple senior leaders in a fast-paced environment.

Responsibilities

• Provide dedicated executive administrative support to three senior leaders located across Houston and London.
• Manage complex executive calendars, meetings, appointments, and scheduling across multiple time zones.
• Coordinate domestic and international travel, including flights, hotels, transportation, and detailed itineraries.
• Prepare and process travel and expense reports.
• Coordinate conference rooms, executive meetings, customer engagements, and business functions.
• Serve as a professional liaison between executives, internal stakeholders, customers, and external vendors.
• Support customer meetings, conferences, leadership events, and other corporate events.
• Coordinate event logistics, including venues, communications, attendee management, and meeting materials.
• Assist with vendor coordination and administrative procurement activities.Handle sensitive business information and executive communications with a high level of discretion and confidentiality.
• Anticipate administrative needs and proactively resolve scheduling or operational issues.
• Support general office and organizational activities as needed.

Required Qualifications

• 5–8+ years of Executive Assistant, Senior Administrative Assistant, or similar experience supporting senior-level leadership.
• Demonstrated experience managing complex executive calendars and travel arrangements.
• Strong proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint.
• Excellent organizational, prioritization, and multitasking skills.
• Strong written and verbal communication skills.
• Ability to professionally interact with executives, customers, vendors, and stakeholders at all organizational levels.
• Strong attention to detail and ability to manage competing priorities.
• High level of professionalism, discretion, and confidentiality.
• Ability to work independently and proactively in a fast-paced environment.
• Bachelor's degree preferred; an equivalent combination of education and relevant experience will be considered.

Preferred Qualifications

• Previous experience supporting multiple executives simultaneously.
• Experience within the oil & gas, energy, manufacturing, or industrial sector.
• Experience with SAP Ariba, Fieldglass, Concur, or similar business systems.
• Experience coordinating customer events, conferences, executive meetings, and leadership functions.
• Experience supporting geographically distributed teams and international stakeholders.
• Strong executive presence and relationship-building skills.

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