Executive Assistant (US based)

Greenhouse Software, Inc.; Houston (TX); On-site; USD 52,000 - 80,000; Full time

Benefits offered by this job

Hybrid-friendly environment

Diverse team

Flexible work options

Job summary

Submer in Houston seeks a highly organized Executive Assistant to support two C-level executives and ensure smooth day-to-day office operations.

The role blends executive support with office management and administrative coordination, requiring discretion, excellent communication, and a proactive approach in a fast-paced environment.

The position offers growth within a scaling AI infrastructure company, with a hybrid-friendly and globally diverse team.

Qualifications

• 5+ years of experience in executive support roles.
• Experience supporting C-level executives.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Professional presence with strong customer service.
• Experience managing office operations and visitor engagement.
• Proficiency with Microsoft Office, Outlook, Teams, and common business apps.
• Ability to handle confidential information with discretion.
• Highly self-motivated and capable of working independently.

Responsibilities

• Provide dedicated support to two C-level executives.
• Manage calendars, scheduling, and meeting coordination.
• Coordinate travel arrangements and expense reporting.
• Prepare presentations, meeting materials, and correspondence.
• Track action items and follow up to ensure timely completion.
• Oversee Houston office front desk and visitor handling.
• Coordinate office supplies, vendors, facilities, and events.
• Partner with HR on onboarding logistics and employee experience initiatives.
• Improve administrative processes and reporting.

Skills

5+ years experience

C-level support

Organizational skills

Communication skills

Customer service

Office operations

Microsoft Office

Discretion

Independent worker

Tools

Microsoft Office

Outlook

Teams

Job description

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-orientedExecutive 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.