Executive Assistant to the CEO, Bid Administration

Job overview

The Executive Assistant to the CEO, Bid Administration role is onsite in Woodway, TX. The annual salary range is $60,000–$90,000. The position reports to the President of Smith Pump, a family-owned company serving municipal water, wastewater, and stormwater customers across Texas and Oklahoma. Despite the title, the role is focused on bid and contract administration rather than calendar management or executive travel. It owns pre-sale paperwork, records, and deadlines so complete bid packages, bonds, insurance certificates, and executed contracts are ready when required, supporting Sales and Project Management through the proposal process.

What you'll do

• Maintain the bid calendar across Outlook and the ERP system
• request and interpret bidding requirements and identify required submittal documents
• prepare bid forms and legal bid documents
• request bid bonds and process and track payment and performance bonds
• track certificates of insurance
• maintain project records through contract execution
• assemble and route sales contracts for signature and retain executed records
• track contract documentation obligations and deadlines
• support Sales Engineers with leads and contacts in the ERP system
• enter and verify quote requests and route complete requests to Project Management
• distribute recurring sales reports
• coordinate trade shows, conferences, short schools, Lunch and Learns, engineering presentations, and related certificates
• maintain literature, samples, demonstration equipment, and trade show assets
• coordinate with vendors.

What we're looking for

Skills & competencies

executive assistant to the ceo

bid administration

full-time

woodway tx

$60k–$90k/year

bid packages

contract administration

bid bonds

insurance certificates

erp system

sales support

deadline management

Work arrangement

• Weekend coverage required

Why this role

The posting explicitly states this is not a calendar, travel, or conventional executive-support role. Requires a high school diploma or GED and 3–5 years of relevant bid, contract, surety or insurance documentation, or purchasing administration experience.

About the employer

Smith Pump is hiring for this role. Industry: Plumbing, Heating, and Air-Conditioning Contractors. Sector: 23.