Executive Assistant

Job Title:

Executive Assistant

Employment Type:

Full-time, In-person

Company:

Aquila Engineering

Job Summary

Aquila Engineering is a Houston-based engineering firm specializing in real-time BOP monitoring, advanced analytics, and digital assurance solutions. We empower offshore operators to enhance safety, reliability, and operational performance through cutting-edge technology and data-driven insights.

We are seeking a highly organized, proactive

to support the CEO and occasionally other members of the executive team.

The ideal candidate is a detail-oriented professional capable of handling administrative and executive-level support tasks with discretion, flexibility, and independence.

Responsibilities

Executive Support

- Manage the CEO’s calendar, including scheduling meetings, appointments, and travel

- Prioritize and handle incoming communications such as emails, calls, and documents

- Prepare and edit correspondence, reports, presentations, and other documents

- Assist with meeting preparation and follow‑up, including agendas, notes, and action items

Administrative Coordination

- Coordinate logistics for executive meetings, offsites, board meetings, and internal events

- Support document filing, expense reporting, and procurement requests

- Handle confidential and sensitive information with discretion

- Support other executive members on ad hoc administrative tasks when needed

Communication & Liaison

- Serve as a primary contact between the CEO and internal/external stakeholders

- Facilitate internal communication between executives and staff

- Draft and send communications on behalf of the CEO as required

Project Assistance

- Support the CEO in executing strategic initiatives and tracking key milestones

- Conduct research and prepare briefings or summaries to facilitate executive decision‑making

- Assist in compiling data and producing high‑level reports and presentations

Qualifications

- Bachelor’s degree in Business Administration, Communications, or a related field (preferred)

- At least 3 years of experience in an Executive Assistant, Administrative, or Coordinator role

- Excellent written and verbal communication skills

- Strong organizational skills with exceptional attention to detail and time management

- Proven ability to handle confidential and sensitive information with discretion

- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools such as Google Workspace, Slack, and Zoom

- Experience in engineering, technical, or oil and gas environments is a plus

- Familiarity with project coordination or basic project management tools

- Adaptable, self-motivated, and able to work both independently and collaboratively in a dynamic environment

- Willingness and ability to travel up to 20%.