Executive Assistant (US based) at Submer in Houston, USA

Job description

• Submer is seeking a highly organized, proactive, and service-oriented Executive 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.
• 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.

Responsibilities

• 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.

Requirements

• 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.

Skills

Required

• Highly organized
• Proactive
• Service-oriented
• Trusted business partner
• Thrives in fast-paced environment
• Anticipates needs
• Professional presence
• Self-motivated
• Independent
• Microsoft Office
• Outlook
• Teams

Benefits

• 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.