Office Coordinator / Executive Assistant

About the role

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 will play a key part in building the office environment, processes, and culture as Blue Spark grows its Houston team. This is a full-time, on-site role based in Houston, TX.

Responsibilities

Executive Support

• Manage calendars, meetings, and scheduling for senior leaders, 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 to completion.
• Handle confidential and sensitive information with discretion.

Office Management

• Oversee day-to-day operations of the Houston office, 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.

Cross-Department Support

• Provide administrative support to all departments, including Engineering, Manufacturing, Commercial, and Finance.
• Coordinate onboarding logistics for new hires, 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.

Events & Engagement

• Plan and coordinate company meetings, team events, customer visits, and celebrations.
• Help build a welcoming, engaging office culture that brings teams together.

Health, Safety & Environment

• Support office safety programs, including emergency procedures, first aid supplies, and evacuation drills.
• Ensure visitors follow site sign-in and safety requirements.

Requirements

• 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 (Outlook, Word, Excel, PowerPoint, Teams).
• Excellent organizational skills, with the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Proven discretion with confidential information.
• Experience with travel booking and expense management tools is an asset.
• Experience in energy, oil & gas, technology, or a fast-growing company is an asset.
• Post-secondary education in business administration or a related field is an asset.

Work Environment

• Variable and fast-paced work environment subject to schedule and priority changes and short-notice requests.
• On-site role at Houston, TX headquarters; work is primarily office-based.
• Occasional lifting of office supplies and deliveries.
• May occasionally require flexible hours to support executive schedules, events, or international time zones.
• Visits to the manufacturing floor require following 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 ongoing needs of the organization.