Executive Assistant (US based)

Submer; Houston (TX); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Hybrid-friendly environment

International diversity

Flexible schedule

Job summary

Submer is seeking a highly organized Executive Assistant to support our senior leadership in Houston. This role blends executive support with day-to-day office operations, requiring a proactive partner who anticipates needs and maintains a welcoming, professional environment for employees, visitors, and customers.

You will manage calendars, travel, expenses, and meeting materials, while coordinating office logistics and events.

Qualifications

• 5+ years in EA, office manager, or similar role.
• Experience supporting C-level executives.
• Excellent written and verbal communication; discretion.

Responsibilities

• Provide dedicated executive support to two C-level executives.
• Manage complex calendars, scheduling, and meeting coordination.
• Coordinate domestic and international travel arrangements and expense reporting.
• Prepare presentations, meeting materials, and correspondence.
• Track action items and follow up to ensure timely completion.
• Oversee office operations and receptionist activities.

Skills

Calendar management

Executive support

Communication

Discretion

Office coordination

Travel planning

Tools

Microsoft Office

Outlook

Teams

Job description

About Submer

Submer enables organizations scaling AI to overcome the limits of traditional datacenters across power, compute density and efficiency.

Executive Assistant

Location: Houston (Spring), TX
Type: Full-Time, Onsite

About Submer

Submer enables organizations scaling AI to overcome the limits of traditional datacenters across power, compute density and efficiency.
We design and deliver scalable, high-density AI datacenter infrastructure built around industry-leading liquid cooling, supporting everything from early AI deployments to full-scale production environments.
Acting as a full-stack delivery partner, Submer provides advisory, design, build and IT integration through a single point of accountability, working with a deep ecosystem of technology specialists. This end-to-end approach accelerates time-to-AI while reducing operational cost, complexity and environmental impact.

What Impact You Will Have

Submer is seeking a highly organized, proactive, and service-oriented Executive Assistant to support our growing team in Houston. This role combines executive support for senior leadership with responsibility for ensuring the efficient day-to-day operation of our office.

The ideal candidate is a trusted business partner who thrives in a fast-paced environment, anticipates needs before they arise, and creates a welcoming, professional experience for employees, customers, and visitors. Beyond traditional executive assistant responsibilities, this individual will play a key role in office operations, culture, and administrative coordination.

This is a highly visible position with the opportunity to build a long-term career path within the organization.

What You’ll Do

Executive Support

• Provide dedicated support to two C-level executives.
• Manage complex calendars, scheduling, and meeting coordination.
• Coordinate domestic and international travel arrangements and expense reporting.
• Prepare presentations, meeting materials, and correspondence.
• Track action items and follow up to ensure timely completion.
• Manage confidential and sensitive business information with discretion.

Office Management

• Serve as the primary point of contact for the Houston office.
• Welcome and host visitors, customers, candidates, and partners.
• Oversee front desk and reception activities.
• Coordinate office supplies, vendors, facilities requests, and general office operations.
• Plan and support team meetings, employee events, and office gatherings.
• Ensure conference rooms, common areas, and office facilities are maintained and guest-ready.
• Partner with HR on onboarding logistics, workspace preparation, and employee experience initiatives.

Administrative Operations

• Support document management, filing, and recordkeeping.
• Assist with invoice processing, purchase requests, and administrative reporting.Coordinate logistics for leadership meetings and company events.
• Improve administrative processes and implement organizational best practices.

What Success Looks Like

In this role, success will be measured by your ability to:

• Ensure executive schedules run smoothly and efficiently.
• Create a seamless experience for visitors, employees, and business partners.
• Maintain a highly organized and professional office environment.
• Anticipate business needs and proactively solve problems.
• Improve operational efficiency through process improvements and strong administrative execution.
• Become a trusted partner to leadership and a go-to resource for the broader team.

What You’ll Need

• 5+ years of experience as an Executive Assistant, Office Manager, Executive Administrator, or similar role.
• Experience supporting C-level or senior executive leadership.
• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Professional presence with exceptional customer service skills.
• Experience managing office operations and visitor engagement.
• Proficiency with Microsoft Office, Outlook, Teams, and common business applications.
• Ability to handle confidential information with discretion.
• Highly self-motivated and capable of working independently.

What We Offer

Attractive compensation package reflecting your expertise and experience.

• A great work environment characterized by friendliness, international diversity, flexibility, and a hybrid-friendly approach.
• You´ll be part of a fast-growing scale-up with a mission to make a positive impact, offering an exciting career evolution.

Our job titles may span more than one job level. The actual base pay is dependent on a number of factors, such as transferable skills, work experience, business needs and market demands.