Office Coordinator / Executive Assistant (ONSITE)

Blue Spark Energy•Houston, TX

2d•Onsite

About The Position

The Office Coordinator / Executive Assistant keeps Blue Spark’s Houston headquarters running smoothly and provides executive-level administrative support to the leadership team. The role supports all departments and helps build the office environment, processes, and culture as Blue Spark grows its Houston team. This is a full-time, on-site role based in Houston, Texas. The position provides executive support, manages day-to-day office operations, coordinates administrative support across departments, helps organize company events and engagement activities, and supports office health and safety programs. Work is primarily office-based in a variable, fast-paced environment. Occasional lifting of office supplies and deliveries may be required, as may occasional flexible hours to support executive schedules, events, or international time zones. Visits to the manufacturing floor require compliance with PPE and site safety requirements. This job description is not intended to be all-inclusive; employees may perform other related duties as negotiated to meet the organization’s ongoing needs. Blue Spark is committed to an inclusive workplace and welcomes applications from all qualified candidates.

Requirements

At least 3 years of experience as an executive assistant, office coordinator, office manager, or in a similar role; ideally supporting senior executives.
Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
Excellent organizational skills and the ability to manage multiple priorities and deadlines in a fast-paced environment.
Strong written and verbal communication skills.
Proven discretion when handling confidential information.

Nice To Haves

Experience with travel booking and expense management tools.
Experience in energy, oil and gas, technology, or a fast-growing company.
Post-secondary education in business administration or a related field.

Responsibilities

Manage senior leaders’ calendars, meetings, and scheduling while balancing competing priorities.
Coordinate domestic and international travel, itineraries, and expense reports.
Prepare correspondence, presentations, reports, and meeting materials.
Organize leadership meetings, take minutes, and track action items through completion.
Handle confidential and sensitive information with discretion.
Oversee day-to-day Houston office operations, including facilities, supplies, equipment, and vendor relationships.
Serve as the main point of contact for building management, maintenance, and service providers.
Welcome visitors, customers, and partners, and manage reception, mail, and deliveries.
Coordinate workspace setup and space planning as the Houston team grows.
Track office purchases, purchase orders, and invoices in partnership with Finance.
Provide administrative support to Engineering, Manufacturing, Commercial, Finance, and other departments.
Coordinate new-hire onboarding logistics, including workspace, equipment, building access, and first-day setup, in partnership with HR and IT.
Maintain office procedures, contact lists, and shared filing systems.
Support HR with administrative tasks such as interview scheduling.
Plan and coordinate company meetings, team events, customer visits, and celebrations.
Help build a welcoming and engaging office culture that brings teams together.
Support office safety programs, including emergency procedures, first aid supplies, and evacuation drills.
Ensure visitors follow site sign-in and safety requirements.