Executive Administrative Assistant

Job Summary

The Executive Assistant handles a wide range of administrative and executive support related tasks and must be able to work independently. Works closely with executives and other internal and external sources to provide administrative support for an executive.

Job Duties & Responsibilities

• Performs administrative duties including typing, copying, and filing correspondences, memos, letters, etc. May also order office supplies, maintain records management systems, and schedule meetings or make other special arrangements
• Organizes, prioritizes and sorts large volumes of incoming correspondences, including faxes, mail, and email
• Prepares responses to correspondence containing department inquires
• Designs, organizes, and maintains specialized and custom forms, records, reports, and files
• Creates new files and updates computer information as needed
• Maintains executive calendar and schedules appointments for both internal and external sources
• Schedules conference rooms; arranges catering and equipment and forwards meeting requests via Microsoft Outlook. Additional duties may be required depending on meeting needs
• Assists with preparation of presentation materials
• Maintains strict confidentiality of all corporate, personnel and research matters
• May have direct supervision for personnel and may participate in decisions involving hiring, promotion, wage/salary change and termination of employment
• Reviews, approves, and/or maintains departmental administrative records and reports such as: timecards, vacation requests, status changes, and expense reports
• Assists with projects as needed by executive staff
• Performs other duties as assigned

Job Specific Skills

• Advanced knowledge of administrative and clerical procedures and systems such as managing files and records, data entry, set up functions, process information and other office procedures and terminology
• Advanced knowledge of principles and processes for providing customer and personal service. Includes executive and customer needs assessment and meeting quality standards for services
• Advanced ability to communicate with people outside the organization, representing the organization to clients, the public, government, and other external sources. This information may be exchanged in person, in writing, or by telephone or e-mail
• Detail oriented and highly organized
• Ability to demonstrates accuracy and thoroughness and monitors own work to ensure quality
• Excellent calendar management skills, including the coordination of complex executive meetings
• Experience in the oil and gas industry

Education

Minimum: Bachelor’s degree - from accredited university

Experience

Minimum: 8 years related work experience