Office Administrator / Executive Assistant

Office Administrator / Executive Assistant

Position Type: Full-Time | On-Site | 1st shift

Target Location: Houston, TX (77070 / NW Houston Area)

Target Pay Range: $22.00 – $26.00 / hour (commensurate with experience)

This key role acts as the central hub of our office, providing executive scheduling, supporting recurring proposal submissions, tracking company compliance certifications, assisting with basic accounting/timekeeping, and ensuring daily administrative workflows run smoothly.

The ideal candidate possesses exceptional judgment, clear communication skills, high confidentiality, and a proactive approach to problem-solving.

Key Responsibilities

Executive Support & Office Operations:

Manage executive calendars, schedule meetings, coordinate travel itineraries, and prepare meeting materials.

Open and maintain common office areas, order office supplies, route mail, and serve as a professional point of contact for clients and vendors.

Record daily staff attendance, track PTO/leave usage, and prepare weekly administrative summary reports for management.

Proposal & Business Development Support:

Assemble qualifications packages, proposals, and standard government forms (including SF330 Part I & II formats).

Maintain master employee resume libraries, staff photo archives, and project description files.

Track proposal submission deadlines and organize teaming partner documentation.

Compliance & Record Management:

Maintain and track annual renewal calendars for WBE (Women's Business Enterprise) certifications, company licenses, and insurance certificates.

Organize cloud files (SharePoint) and enforce standardized file-naming conventions and document templates.

Basic Accounting & Timekeeping Support:

Assist with timekeeping and employee hours via Harvest .

Support invoice preparation, track accounts receivable spreadsheets, and organize vendor expense reports.

Desired Qualifications

Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field preferred (or equivalent professional office experience).

Experience:

3+ years in executive administrative support, office management, or proposal coordination.

Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat .

Bonus: Prior experience working in engineering, environmental consulting, architecture, or construction environments.

Core Qualities:

Exceptional Organization & Attention to Detail: Catches minor mistakes before others do and builds structured filing systems.

Professional Communication: Confident, tactful, and diplomatic when communicating with employees, management, and clients.

Initiative & Self-Starter Mindset: Solves administrative problems proactively before they escalate.

Discretion: Capable of handling confidential business, HR, and financial details with absolute trust.

If interested apply at our website: www.pridestaff.com/houstonnw

Compensation / Pay Rate (Up to): $22.00 - $26.00 Per Hour