Summary 

The Executive & Administration Lead is responsible for providing high-level administrative and organizational support to executive leadership while overseeing the day-to-day administrative effectiveness of the Houston office and supporting administrative needs across all company locations. This role serves as a trusted partner to executive leadership, coordinating executive schedules, board activities, meetings, travel, communications, office administration, and company-wide administrative initiatives. 

The Executive & Administration Lead ensures that executive and administrative priorities are organized, communicated, and executed effectively. Success in this role requires exceptional judgment, discretion, organizational skills, attention to detail, and the ability to anticipate needs, independently solve problems, manage competing priorities, and drive initiatives to completion with minimal direction. 

Key Responsibilities 

Executive Administration 

• Own executive calendar management, scheduling, travel coordination, and meeting logistics for executive leadership. 
• Prepare executive briefings, presentations, correspondence, meeting materials, and other leadership communications. 
• Coordinate leadership meetings, including agendas, materials, meeting logistics, notes, decisions, and follow-up actions. 
• Track executive priorities, commitments, and deliverables, proactively identifying deadlines, dependencies, and outstanding items. 
• Serve as a trusted administrative partner to executive leadership, anticipating needs and independently resolving administrative and logistical challenges. 
• Manage confidential executive information and communications with a high degree of discretion and professionalism. 
• Coordinate executive visitors, customer meetings, leadership events, and other executive engagements. 
• Support special projects and initiatives at the direction of executive leadership. 

Board & Governance Support 

• Coordinate Board of Directors and committee meeting logistics, calendars, travel, and virtual meeting arrangements. 
• Prepare, organize, and distribute confidential board materials, agendas, presentations, and supporting documentation. 
• Maintain board calendars, contact information, records, and governance documentation. 
• Track board action items, meeting outcomes, and executive follow-up to ensure timely completion. 
• Coordinate communications between board members, executive leadership, and internal stakeholders while maintaining strict confidentiality. 
• Support the preparation and coordination of board and executive meeting materials and presentations. 

Office & Administrative Management 

• Oversee day-to-day administrative operations for the Houston office while supporting administrative consistency across all company locations. 
• Manage office vendors, supplies, facilities requests, workplace services, and administrative relationships. 
• Serve as the primary point of contact for office maintenance, repairs, workplace issues, and general administrative needs. 
• Coordinate with Tucson HQ on administrative policies, procurement, facilities, and shared administrative processes. 
• Manage office access, badges, mail, shipping and receiving, supplies, and workplace security processes. 
• Coordinate office events, all-hands meetings, customer visits, executive visits, and other company gatherings. 
• Maintain an organized, professional, and welcoming office environment. 

Cross-Functional Administration & Projects 

• Coordinate administrative activities across the COO, CFO, Contracts, HR, IT, SM&A, and other functional teams to support timely execution of business priorities. 
• Manage local new-hire onboarding logistics, including workspace readiness, equipment coordination, system and facility access, and employee welcome activities. 
• Develop, document, and continuously improve administrative processes, workflows, and standard operating procedures. 
• Identify opportunities to streamline executive and administrative processes through improved workflows, tools, and best practices. 
• Monitor administrative issues, proactively identify potential risks or bottlenecks, and coordinate timely resolution with the appropriate stakeholders. 
• Manage and execute special projects, company initiatives, and leadership requests, ensuring deliverables are completed on schedule. 
• Track cross-functional action items, maintain project timelines, and follow up with stakeholders to ensure commitments are met. 
• Serve as a central point of coordination for executive-led administrative initiatives, facilitating communication and maintaining alignment across teams. 
• Support other administrative and organizational priorities as needed. 

 Qualifications 

• 7+ years of experience in executive support, executive administration, office administration, business administration, or a related leadership role. 
• Demonstrated experience supporting senior executives and managing highly confidential information with professionalism and discretion. 
• Strong project management and organizational skills with exceptional attention to detail. 
• Proven ability to coordinate multiple priorities, stake holders, and deadlines across departments and locations. 
• Excellent written and verbal communication skills. 
• Strong judgment and the ability to anticipate needs and operate independently. 
• Advanced proficiency with Microsoft Office and collaboration tools. 
• Self-directed, resourceful, and comfortable operating in a fast-paced, evolving environment with minimal oversight. 
• Ability to build strong working relationships with executives, employees, board members, vendors, and cross-functional stakeholders. 
• Professional presence and a high level of discretion, responsiveness, and follow-through.