Executive Assistant

About the Role

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to three senior leaders within the Sales and Commercial Leadership team.

This role will serve as a trusted business partner, managing complex calendars, coordinating travel, supporting customer-facing events, and ensuring smooth day-to-day operations across a geographically dispersed leadership team.

The ideal candidate will possess strong communication skills, exceptional attention to detail, and the ability to work independently in a fast-paced environment while interacting professionally with internal stakeholders, customers, and external vendors.

Key Responsibilities

• Provide dedicated executive administrative support to three senior leaders located across Houston and London.
• Manage complex calendars, schedule meetings, and coordinate activities across multiple time zones.
• Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Process travel and expense reports and support related administrative activities.
• Coordinate meetings, conference rooms, and executive-level business engagements.
• Serve as a liaison between executives, internal stakeholders, customers, and external vendors.
• Support planning and execution of customer meetings, conferences, leadership events, and other business functions.
• Coordinate event logistics, including venue arrangements, communications, attendee management, and meeting materials.
• Assist with vendor coordination and administrative procurement processes as needed.
• Maintain confidentiality while handling sensitive business information and executive communications.
• Anticipate administrative needs and proactively resolve scheduling and operational issues.
• Support day-to-day office and organizational activities to ensure efficient business operations.

Expected Role Challenges

• Managing calendars and requirements from three different executives in different work locations.

Required Qualifications

• Minimum 5-8 years of Executive Assistant, Senior Administrative Assistant, or related experience supporting senior leaders.
• Proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, and PowerPoint.
• Experience managing complex executive calendars and travel arrangements.
• Strong organizational, prioritization, and multitasking skills.
• Excellent verbal and written communication skills.
• Demonstrated ability to work effectively with stakeholders at all levels of an organization.
• High level of professionalism, discretion, and confidentiality.
• Bachelor's degree preferred; equivalent combination of education and relevant experience will be considered.

Preferred Qualifications

• Prior experience supporting multiple executives simultaneously.
• Experience within the oil and gas, energy, or industrial sector.
• Knowledge of SAP Ariba, Fieldglass, Concur, or similar business systems.
• Experience coordinating customer events, conferences, and executive meetings.
• Experience working with geographically distributed teams and international stakeholders.

Desirable Attributes

• Executive presence and professionalism.
• Strong relationship-building skills.
• Attention to detail.
• Problem-solving and critical thinking.

Soft Skills

• Initiative and accountability.
• Customer-service mindset.
• Adaptability and flexibility.
• Ability to manage competing priorities in a dynamic environment.

Tools & Systems

• Microsoft 365 applications (Outlook, Teams, Word, Excel, and PowerPoint).
• SAP Ariba, Fieldglass, Concur, or similar business systems.

Education

• Bachelor's degree or equivalent experience.

Industry Experience

• Oil & Gas industry experience preferred.