Executive Assistant - Office Management

Tic Solutions • Houston, TX

16h • Onsite

About The Position

TIC Solutions is seeking an Executive Assistant - Office Management to provide high-level administrative support to designated C-suite executives while overseeing day-to-day operations of the Houston office. The role combines proactive executive support with hands-on office management. The successful candidate will anticipate needs, manage competing priorities, exercise sound judgment, maintain confidentiality, and help create a welcoming, organized, and professional workplace.

The role includes managing executive calendars and meetings; preparing correspondence, reports, and presentations; coordinating business travel and expense reports; maintaining records; and serving as a professional point of contact for stakeholders. It also oversees office operations, facilities, vendors, supplies, workspace arrangements, onboarding logistics, events, mail, and meeting-room readiness. The position supports executive and company initiatives through research, document preparation, and coordination, and includes other related duties as assigned.

Requirements

• At least five years of relevant administrative experience, including experience supporting C-suite executives.
• Experience coordinating office operations, facilities, vendors, or workplace services.
• Strong proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.
• Excellent organizational and time-management skills, with the ability to balance executive priorities and daily office needs.
• Ability to work independently, anticipate needs, and deliver accurate, thorough work with minimal direction.
• Demonstrated discretion, sound judgment, and professionalism when handling confidential information.
• Strong written and verbal communication skills and ability to work effectively with executives, employees, vendors, and external contacts.
• Exceptional attention to detail, follow-through, and problem-solving skills.
• Proactive, adaptable, and service-oriented approach in a fast-paced environment.

Nice To Haves

• Associate degree or higher in Business or a related field; desired but not required.
• Experience supporting multiple senior executives.
• Experience supporting executives within a public company.
• Proficiency with OneDrive and SharePoint.

Responsibilities

• Provide proactive administrative support to designated C-suite executives, helping manage their time, priorities, and commitments.
• Manage complex calendars, coordinate appointments, and resolve scheduling conflicts based on business priorities.
• Coordinate executive meetings, including scheduling, preparing agendas, compiling and distributing materials, recording minutes, and tracking follow-up items.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Coordinate business travel, including transportation, accommodations, itineraries, and changes.
• Prepare and submit executive expense reports.
• Organize information and maintain contact lists and records.
• Serve as a professional point of contact for internal and external stakeholders.
• Handle sensitive and confidential information with discretion.
• Welcome visitors and employees, address day-to-day office requests, and serve as the professional first point of contact.
• Oversee daily office operations and maintain an organized, clean, professional workplace.
• Serve as the primary contact for building management and office vendors; coordinate maintenance, repairs, and service requests through resolution.
• Manage vendor relationships, track contract renewals and service performance, and ensure compliance, insurance, and safety requirements are met.
• Coordinate office layouts, seating assignments, workspace moves, and office access and security systems, obtaining approvals as required.
• Order and replenish office, kitchen, and emergency supplies; coordinate equipment maintenance and obtain spending approvals as required.
• Keep conference rooms, common areas, the kitchen, and storage spaces organized and ready for use.
• Coordinate onboarding logistics, including workspace setup, supplies, and welcome materials.
• Plan office events, team lunches, celebrations, holiday activities, and employee engagement initiatives; assist with larger company events and conferences as needed.
• Manage incoming and outgoing mail, packages, and deliveries.
• Coordinate meeting-room setup, catering, refreshments, and cleanup; ensure audiovisual and videoconferencing equipment is ready and work with IT to resolve issues.
• Support executive and company initiatives through research, information gathering, document preparation, and coordination.
• Perform other related duties as assigned.

Benefits

• Competitive salary
• Medical, dental, and supplemental insurance
• 401K plan
• Paid holidays
• Paid time off
• Employee Assistance Program
• Company-paid Life & AD&D
• Employee stock purchase plan

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed