Executive Assistant-Project Coordinator

Executive Assistant – Project Coordinator

HAXEL Landscaping is seeking a resourceful, highly organized Executive Assistant – Project Coordinator to support the company President and assist with the day-to-day coordination of projects, schedules, clients, vendors, materials and business priorities.

This position combines executive support, personal assistance and project coordination. The right person will help keep both business and day-to-day priorities organized and moving, allowing the President to stay focused on clients, projects and running the company. This is a hands-on role that combines executive and personal support with practical, day-to-day project coordination.

This is not a traditional desk-only administrative position. The role is mobile and varied and may involve working remotely or from the office, visiting jobsites, meeting with suppliers and nurseries, picking up materials or documents, and handling business and personal errands throughout the Houston area.

Responsibilities

• Manage the President’s business and personal calendar, appointments, scheduling and follow-ups
• Help organize daily priorities and ensure outstanding items are completed
• Handle business and personal errands for the President, including pickups, drop-offs and other day-to-day needs
• Assist with personal administrative tasks and appointments as needed
• Draft and send professional client, vendor and business correspondence
• Communicate with clients, vendors, suppliers and HAXEL team members
• Assist with coordinating landscape projects, schedules, appointments and deliveries
• Purchase and track plants, materials, supplies and other project-related items
• Follow up with nurseries and suppliers regarding pricing, availability and orders
• Track orders and deliveries and help ensure materials are available when needed
• Visit jobsites, nurseries, suppliers and client properties as needed
• Drive a company vehicle for business and personal-assistance errands
• Maintain organized schedules, spreadsheets, records and project information
• Assist with research, administrative needs and problem-solving
• Learn and use software, technology and AI tools to improve organization and efficiency
• Help keep projects, commitments and priorities moving in a fast-paced environment

Qualifications

• Previous experience in executive assistance, administrative support, project coordination or a similar role
• Excellent written and verbal communication skills
• Strong organizational skills with exceptional attention to detail
• Ability to manage multiple priorities and follow through without constant supervision
• Strong calendar-management and scheduling skills
• Comfortable communicating professionally with clients, vendors and suppliers
• Comfortable using Microsoft Office and/or Google Workspace
• Experience with Excel or Google Sheets
• Comfortable learning new software, technology and AI tools
• Valid Texas driver’s license required
• Safe driving record and comfortable driving a company vehicle throughout the Houston area
• Legally authorized to work in the United States

Preferred Qualifications

• Spanish-language proficiency strongly preferred
• Experience supporting a business owner, executive or senior manager
• Experience coordinating multiple projects, vendors, purchases or deliveries
• Experience with QuickBooks or similar accounting software
• Landscaping, construction, design-build or related industry experience is helpful, but not required

What We’re Looking For

The right person is proactive, resourceful, dependable and comfortable figuring things out. You should be able to recognize what needs attention, communicate clearly, follow through and keep several moving pieces organized at the same time.

This position requires someone comfortable shifting between executive support, personal assistance and real-world project coordination. One part of the day may involve managing schedules and client correspondence, while another may involve locating materials, coordinating with a supplier, visiting a jobsite, handling an errand or helping resolve an unexpected project need.

Position Details

• Full-time, year-round position
• Monday–Friday
• Houston, Texas
• Local travel during the workday using a company vehicle
• Flexibility required as business and project needs change

About HAXEL Landscaping

HAXEL Landscaping is a Houston-based landscape design, installation and maintenance company serving high-end residential and commercial clients. Our work requires close coordination between design, installation, maintenance, clients, vendors and suppliers.

We are looking for someone who can become an integral part of keeping the President, the team and our projects organized and moving forward.

To Apply

Please submit your résumé through Indeed. Selected candidates may be asked to complete a HAXEL Landscaping application as part of the interview process.

Pay: $23.00 - $27.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Work Location: In person