Executive Assistant

Intuitive Machines LLC • Houston, TX

20h • Onsite

About The Position

The Executive Assistant serves as a trusted partner to the Office of the CEO, providing comprehensive executive and office management support that enables C-Suite leaders in our Houston, TX office to operate efficiently and effectively. Reporting to the Senior Director, Executive Operations & Engagement, this role is responsible for managing executive calendars, travel logistics, expenses, meeting/calendar coordination, and administrative operations while ensuring a professional, welcoming, and well-functioning office environment.

The Executive Assistant also serves as the primary coordinator for office operations, supporting workplace organization, VIP/Senior customer visits, executive meetings, conference room readiness, kitchen and common area management, and day-to-day administrative functions. This individual must anticipate needs, exercise sound judgment, maintain confidentiality, and provide exceptional customer service to both internal and external stakeholders.

Requirements

• Bachelor's degree or equivalent combination of education and relevant experience.
• Five or more years of experience supporting senior executives, preferably at the Vice President or C-Suite level.
• Experience coordinating complex executive calendars and travel.
• Experience preparing executive expense reports.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Strong organizational and project coordination skills.
• Excellent written and verbal communication abilities.

Nice To Haves

• Experience supporting executive leadership within aerospace, defense, manufacturing, or technology organizations.
• Experience coordinating executive events and customer visits.
• Familiarity with travel booking platforms and expense management systems such as Concur.
• Experience with office management or workplace operations.
• Knowledge of executive meeting protocols and board-level support.

Responsibilities

• Manage complex calendars for multiple C-Suite executives, balancing competing priorities and ensuring efficient use of executive time.
• Coordinate domestic and international travel, including flights, hotels, transportation, itineraries, visas (as required), and contingency planning.
• Prepare and reconcile executive expense reports in accordance with company policies.
• Coordinate executive meetings, including scheduling, logistics, meeting materials, catering, and follow-up actions.
• Screen and prioritize requests for executive time while coordinating across internal and external stakeholders.
• Prepare travel itineraries, briefing materials, and meeting logistics.
• Support executive communications and administrative correspondence as needed.
• Maintain confidentiality while handling highly sensitive business information.
• Serve as the primary coordinator for day-to-day office operations.
• Manage office and workspace assignments in coordination with leadership and Facilities.
• Coordinate conference room scheduling and ensure meeting spaces are prepared for executive and customer meetings.
• Maintain kitchen and breakroom supplies and coordinate replenishment with vendors.
• Manage office supply inventory and ordering.
• Coordinate office events and employee gatherings.
• Partner with Facilities, Security, IT, and other support organizations to resolve office-related issues.
• Help ensure a professional, organized, and welcoming workplace environment.
• Coordinate logistics for customer visits, executive briefings, and leadership meetings.
• Arrange catering, room setup, audiovisual requirements, visitor access, and meeting materials.
• Serve as a point of contact for customer visit coordination with internal stakeholders.
• Ensure meeting spaces reflect the company's professional standards and brand.
• Maintain administrative records and documentation.
• Process purchase requests and other administrative transactions as required.
• Coordinate shipping, receiving, and special administrative requests.
• Identify opportunities to improve administrative processes and office efficiency.
• Support special projects assigned by the Senior Director, Executive Operations & Engagement.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive