Administrative Assistant - Headworks International, Inc.

Position Summary

Are you interested in joining a team dedicated to solving the world’s critical water shortages? Are you highly organized, detail‑oriented, and ready to support a busy, dynamic office environment? Consider applying with Headworks International, Inc. , a global leader in wastewater treatment technologies.

This position will provide essential administrative support to top‑level management and the Sales department, ensuring smooth day‑to‑day operations. The role includes coordinating executive schedules, assisting with document discovery, maintaining CRM data, and performing a variety of office administrative functions.

Essential Functions

• Coordinate and manage calendars for executive leadership, including scheduling meetings, conference calls, and travel arrangements
• Assist the Sales department with document searches and CRM database maintenance
• Gather, organize, and distribute materials, technical documents, and company literature as needed
• Track and follow up on departmental action items
• Support office operations by managing incoming calls, visitors, mail, and office supply inventory
• Prepare meeting agendas, take notes, and distribute minutes to relevant stakeholders
• Assist with formatting, proofreading, and compiling reports or presentations
• Liaise with internal departments and external representatives to facilitate communication and workflow
• Maintain accurate and up‑to‑date records in both digital and physical filing systems

Requirements

• Ability to work in a fast‑paced, high‑energy environment with minimal supervision

• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Familiarity with CRM systems (particularly PipelinerSales) is a plus
• Excellent written and verbal communication skills
• Strong attention to detail and accuracy in work
• Professional demeanor in person, over the phone, and in written communications
• Experience with scheduling executives or senior management is preferred
• Up to 5% travel may be required for special events or off‑site meetings

Education & Experience

• Associate degree or equivalent work experience required; Bachelor’s degree preferred
• 2+ years of administrative or office support experience, preferably in a corporate or technical environment

Benefits

Headworks International, Inc. is an Equal Opportunity Employer. Our jobs offer the opportunity to be part of a team delivering award‑winning, innovative technologies to clean the world’s most precious resource – water.

We offer:

• A 4½‑day workweek
• Competitive salary structures
• Opportunities for career development and advancement
• Exposure to diverse domestic and international business experiences
• One of Houston’s Top Ten Places to Work, as awarded by the Houston Business Journal