Senior Executive Administrative Assistant

G-TECH Services LLC; Houston (TX); On-site; USD 70,000 - 110,000; Full time

Job summary

G-TECH Services LLC is seeking a highly organized Senior Project Execution Administrative Assistant to provide executive-level administrative, operational, and project coordination support to our senior leadership and global engineering teams.

The ideal candidate will manage complex calendars, prepare executive presentations, track action items, coordinate travel and events, and maintain accurate project documentation while upholding confidentiality and demonstrating proactive follow-through

Qualifications

• Minimum of 10 years of experience in executive administration or strategic support within a complex organization.
• Experience supporting senior leaders and coordinating across multiple stakeholders.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
• Strong written and verbal communication, interpersonal, and meeting facilitation skills.
• Ability to manage complex schedules, coordinate meetings, track deliverables, and drive accountability.
• Excellent organizational, planning, analytical, and problem-solving skills.
• Ability to handle confidential information with discretion and independent judgment.
• Experience collaborating across functions, levels, cultures, and global regions.
• Willingness to participate in occasional meetings outside business hours.

Responsibilities

• Provide executive and leadership support to senior leaders and teams.
• Manage complex calendars, schedules, meetings, and business activities across stakeholders.
• Coordinate executive communications with internal departments and external partners.
• Track leadership commitments, action items, and follow up on deliverables.
• Prepare and edit executive presentations, reports, and correspondence.
• Publish department communications and maintain content on Teams and SharePoint.
• Coordinate domestic and international travel, events, and visitor arrangements.
• Manage expense reporting, budget tracking, and document control.
• Identify opportunities to improve administrative workflows and processes.

Skills

Executive support

Calendar management

Meeting coordination

Stakeholder management

MS 365 proficiency

Presentation drafting

Communication skills

Document control

Confidentiality

Education

Associate or Bachelor’s degree in business administration or related field

Tools

Microsoft Teams

SharePoint

PowerPoint

Excel

Outlook

Job description

We are seeking a highly organized, proactive, and experienced Senior Project Execution Administrative Assistant to provide executive-level administrative, operational, and project coordination support to senior leadership and a global engineering organization.

The ideal candidate will have extensive experience supporting senior leaders, managing complex schedules, coordinating meetings, preparing executive presentations and reports, tracking action items, and maintaining accurate project and departmental documentation.

This role requires exceptional communication, organizational, analytical, and stakeholder management skills, along with advanced proficiency in Microsoft 365 applications. The successful candidate will exercise sound judgment, maintain confidentiality, anticipate leadership needs, and proactively drive follow-through across multiple priorities and global teams.

Key Responsibilities

Executive and Leadership Support

• Provide comprehensive administrative and operational support to senior leaders and leadership teams.
• Manage complex calendars, schedules, meetings, interviews, and business activities across multiple stakeholders.
• Coordinate executive communications with internal departments and external business partners.
• Proactively resolve scheduling conflicts and track leadership commitments and action items.
• Handle confidential company, employee, financial, and project information with discretion.

Project Coordination and Meeting Management

• Coordinate leadership, governance, project, training, and departmental meetings.
• Prepare meeting agendas, document minutes, track action items, and follow up on outstanding deliverables.
• Support project teams with administrative coordination, documentation, reviews, and reporting.
• Assist with departmental goals, key initiatives, and project tracking activities.

Executive Communications and Documentation

• Prepare, edit, format, and proofread executive presentations, reports, correspondence, announcements, and departmental communications.
• Develop and publish communications highlighting departmental achievements and initiatives.
• Maintain content across Microsoft Teams, SharePoint, and other approved collaboration platforms.
• Update spreadsheets, databases, technical documentation, reports, and project tracking systems.

Travel, Events, and Visitor Coordination

• Coordinate domestic and international travel arrangements, itineraries, and required documentation.
• Organize departmental meetings, workshops, off-site sessions, and special events.
• Coordinate vendors, facilities, catering, venues, meeting materials, and event logistics.
• Arrange visitor accommodations and provide professional support to guests and stakeholders.

Financial and Administrative Operations

• Manage expense reporting, departmental budget tracking, and compliance with company policies.
• Coordinate office services, supplies, records, filing, and document control.
• Support employee engagement, collaboration, inclusion, and departmental initiatives.
• Contribute to administrative best practices and knowledge sharing.

Process Improvement and Operational Excellence

• Identify opportunities to improve administrative workflows, project support processes, and departmental operations.
• Develop and maintain standardized templates, tools, and procedures.
• Provide technical and data support, including document formatting, file conversion, system updates, data entry, and tracker maintenance.
• Work independently, manage competing priorities, and ensure timely completion of commitments.

Required Qualifications

• Minimum of 10 years of experience in executive administration, business operations, or a related strategic support role within a complex organization.
• Demonstrated experience supporting senior leaders and coordinating activities across multiple stakeholders.
• Advanced proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Microsoft Teams, and SharePoint.
• Strong experience preparing executive-level presentations, business reports, communications, and other professional materials.
• Excellent written and verbal communication, interpersonal, and meeting facilitation skills.
• Proven ability to manage complex schedules, coordinate meetings, track deliverables, and drive accountability.
• Strong organizational, planning, analytical, problem‑solving, and critical‑thinking skills.
• Ability to handle confidential information with discretion and exercise sound independent judgment.
• Demonstrated initiative, adaptability, customer focus, and commitment to continuous process improvement.
• Experience collaborating across functions, organizational levels, cultures, and global regions.
• Flexibility to participate in occasional meetings outside normal business hours to accommodate global teams.

Preferred Qualifications

• Associate degree or bachelor's degree in business administration or a related field.
• Experience supporting engineering, project execution, project controls, or other technical organizations.
• Experience working in a global or multinational organization.

Ideal Candidate Profile

The ideal candidate is a dependable, detail-oriented, and forward-thinking administrative professional who can anticipate leadership needs, manage competing priorities, communicate effectively with diverse stakeholders, and ensure commitments are completed on time. This individual will combine strong executive support capabilities with project coordination, operational discipline, and a continuous improvement mindset.

OpTech/GTECH are Equal Opportunity Employers (EOE), all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Applying for this role is acknowledgement that automated systems and AI-assisted technologies may be used in recruiting operations.