Executive Assistant - Administration / Executive Support - Houston Onsite

Quest Global; Spring (TX); On-site; USD 29,000 - 37,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Dental insurance

Health insurance

Life insurance

Paid time off

Referral program

Vision insurance

Short/Long Term Disability

Job summary

Quest Global in Houston, TX is seeking an experienced Executive Assistant to support senior leaders and cross-functional teams in a fast-paced environment. You will manage calendars, coordinate travel, prepare agendas, and handle confidential information with discretion.

This on-site role requires strong Microsoft 365 skills, superb organization, and the ability to juggle multiple priorities. You will also assist with procurement, onboarding, events, and team engagement across the Spring/Houston

Qualifications

• High school diploma or equivalent required; degree preferred.
• Experience supporting senior leaders in a fast-paced environment.
• Strong organizational, communication, and calendar management skills.

Responsibilities

• Manage complex calendars and schedule meetings across time zones.
• Coordinate team meetings, prepare agendas, capture minutes, and track action items.
• Coordinate domestic and international travel and assist visitors to Houston/Spring office.
• Support onboarding, event planning, and team engagement activities.
• Assist with procurement, budgeting, and inventory/asset tracking.
• Maintain confidential information with discretion and professionalism.

Skills

Calendar management

Communication

MS 365 proficiency

Travel booking

Procurement support

Organizational skills

Education

High school diploma or equivalent

Associate's or Bachelor's degree preferred

Tools

Microsoft 365

Job description

Job Requirements

Quest Global delivers world-class end-to-end engineering solutions by leveraging our deep industry knowledge and digital expertise. By bringing together technologies and industries, alongside the contributions of diverse individuals and their areas of expertise, we are able to solve problems better, faster. This multi-dimensional approach enables us to solve the most critical and large-scale challenges across the aerospace & defense, automotive, energy, hi-tech, healthcare, medical devices, rail and semiconductor industries.

Quest Global delivers world-class end-to-end engineering solutions by leveraging our deep industry knowledge and digital expertise. By bringing together technologies and industries, alongside the contributions of diverse individuals and their areas of expertise, we are able to solve problems better, faster. This multi-dimensional approach enables us to solve the most critical and large-scale challenges across the aerospace & defense, automotive, energy, hi-tech, healthcare, medical devices, rail and semiconductor industries.

We are looking for humble geniuses, who believe that engineering has the potential to make the impossible possible; innovators, who are not only inspired by technology and innovation, but also perpetually driven to design, develop, and test as a trusted partner for Fortune 500 customers. As a team of remarkably diverse engineers, we recognize that what we are really engineering is a brighter future for us all. If you want to contribute to meaningful work and be part of an organization that truly believes when you win, we all win, and when you fail, we all learn, then we’re eager to hear from you.

What You Will Do

• 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.

What You Will Bring

• 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.

Pay Range

$21.00-$27.00/hr

Compensation decisions are made based on factors including experience, skills, education, and other job-related factors, in accordance with our internal pay structure. We also offer a comprehensive benefits package, including health insurance, paid time off, and retirement plan.

Work Requirements

This role is considered an on-site position located in Houston, TX

You must be able to commute to and from the location with your own transportation arrangements to meet the required working hours.

Benefits

Full-time (Regular)

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance
• Short/Long Term Disability