Executive Administrative Assistant I

Posted 03 November 2023
Location Houston, United States of America
Job type Contract

Job Description

Executive Administrative Assistant I

Location: Houston, TX- Hybrid


The Executive Administrative Assistant will provide administrative support to the business unit. Works independently and proactively on numerous complex administrative tasks, exercising utmost discretion and independent judgment on a consistent basis.

Responsibilities May Include:
  • The Executive Administrative Assistant will provide administrative support to Midstream Operations
  • Coordinating all office, calendar, and administrative support duties for the VP, Midstream Operations and Manager, South G&P Region
  • Scheduling meetings and supporting events, including catering arrangements, e.g., organizing appropriately-sized rooms, ensuring supplies and technology are available for the meeting, ordering food as required in appropriate quantities, coordinating material and supplies, organizing meeting times that are acceptable for the attendees; resolving conflicts as necessary
  • Facilitating the DRM (Document Retention Management) process for Midstream Operations, including keeping staff groups' shared documents well organized and compliant, developing and administering document and record processes and procedures
  • Managing the calendar so that time is used effectively and efficiently; including planning work activities. Understanding the department's plans and objectives, reading and interpreting activities and proactively anticipating opportunities that assist in meeting the plans/objectives 
  • Setting up information in SAP to process invoices and assist with invoice processing involving SAP
  • Maintaining Midstream Operations SharePoint sites, website and Microsoft Team sites
  • Creating, revising, and maintaining various types of documents, presentations, and spreadsheets. Welcoming new hires / transferees and coordinating their office moves, including office/computer set-up
  • Welcoming new hires / transferees and coordinating their office moves, including office/computer set-up
  • Preparing, coordinating and managing travel plans 
  • Drafting correspondence, including retention of information on key contacts, business dealings, upcoming activities and projects 
  • Preparing special reports as requested; gathering, analyzing and summarizing data 
  • Working collaboratively and coordinating with other Administrative Assistants for planning and implementing meetings and events during the year
  • Function as a Fleet Coordinator to support Supervisors and their teams with any vehicles needs
  • Coordinating community engagement activities for Midstream Operations
  • Function as Everbridge communications liaison and provide support during emergency responses
  • Prepares and submits expense reports for Midstream Operations leadership

Required Qualifications:
  • Legally authorized to work in the job posting country
  • High school diploma/GED equivalent 
  • Proficient in Microsoft Office and SharePoint 
  • 1 – 3 years of administrative experience

Preferred Qualifications:
  • Bachelor's degree 
  • Advanced level of communication skills (both verbal and written)
  • 5 or more years of administrative experience 
  • Professional manner in dealing with colleagues and external parties
  • Ability to prioritize, multi-task and follow-up in a multi-faceted work environment
  • Excellent interpersonal and organizational skills and ability to communicate effectively across a variety of mediums
  • Highly effective time-management skills; delivers results on-time with high quality standards 
  • Strong work ethic, takes initiative to take on and learn new tasks 
  • Network skills such as the ability to build networks in an organization 
  • Proficient in Word, Excel, PowerPoint, and SAP
  • Experience supporting upper level management