24-532.B - Executive Administrative Assistant

Provides support to the SVP A&D and other designated staff by implementing administrative systems, procedures, and policies, and assists in the management of daily departmental operations.

Essential Job Responsibilities:

• Provides administrative assistance to supervisor in meeting management, assembles background materials, prepares agendas, ensures facility and technical support and records action items for various meetings.
• Enhances operations of total A&D team by completing administrative tasks and expediting work results.
• Organize G&A budget for the A&D team, maintaining various expense reports and tracking.
• Primary coordinator for annual A&D events, including: Annual A&D Offsite, Business Development Breakfast, and NAPE related activities.
• Greet external guests and prepare room for start of meeting.
• Maintains departmental database and files and manages departmental records including staff vacation/sick leave reports, time reports, status forms, and other personnel reports.
• Organizes work by reading and routing correspondence, collecting information, and initiating and responding to telecommunications.
• Answers, responds to, and/or appropriately directs telephone calls from staff, public, and outside vendors.
• Coordinates travel arrangements and business expense reporting for Acquisitions and Divestitures Department personnel.
• Coordinates special projects as assigned by Senior Vice President – Acquisitions and Divestitures.
• Assist SVP of Marketing and marketing group on various tasks:
  • Daily: Enter contracts in FileTrail, Calendar management for SVP Marketing
  • Weekly: Prepare Marketing EVP slide, Prepare hedge meeting (bi-weekly), Prepare marketing wires
  • Various: Prepare and advise SVP on department budget, Manage subscriptions, Coordinate team events
• Supports company vision and mission.
• Adheres to the company’s values – integrity, ownership, urgency, alignment and innovation.
• Maintains employee confidence and protects corporate assets, including intellectual property, by keeping information confidential.
• Adheres to established work schedule, attendance standards and is punctual to work and meetings.

Other Job Responsibilities:

• Collaborates with acquisitions department for filing and data retrieval.
• Print and bind management presentation materials.
• Assists with overflow work and serves as back-up as needed for other executive administrative assistants on the executive floor.
• Other duties as assigned by management.

Qualifications:

• Ten (10) years minimum administrative assistant experience.
• Three (3) years’ experience reporting to senior executive.
• Ability to work flexible hours; some evenings.
• Proven track record of managing and completing multiple projects with differing priorities.
• Outstanding administrative and organizational skills.
• Ability to accurately solve problems and exceptional proficiency in data management.
• Ability to establish and maintain effective working relationships with employees, supervisors, other departments, officials, and the public.
• Strong personal impact/professionalism.
• Excellent communication (written and verbal) and listening skills.
• Oil and gas industry experience preferred.
• Private company experience preferred.
• Proficiency in the use and application of the following software:
  • Required: Microsoft Office (Excel, Word, PowerPoint and Outlook).

Education Requirements:

• Required: Associate’s Degree from an accredited two-year university or community college with a degree in business or related field.
• Preferred: Bachelor’s Degree from an accredited four-year university or college with a degree in business, or related field.

Certifications, Licenses, Registrations:

• Preferred: Certified Professional Secretary (CPS)