Executive Administrative Assistant

Executive Administrative Assistant

Job Description

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Department: Human Resources

Job Status: Full Time

FLSA Status: Salary, Exempt

Reports To: VP of Human Resources

Location: The Woodlands, TX

Amount of Travel Required: Less than 10%

Work Schedule: Monday Friday, 8:00 AM CST 5:00 PM CST (On-call availability required)

Positions Supervised: None

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POSITION SUMMARY: Beusa Energy is seeking an Executive Assistant to join our team in The Woodlands, TX. This position offers the chance to be an integral part of a fast-paced, high-impact environment, providing critical administrative and operational support to key members of the Executive Leadership Team.

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In this highly visible and impactful role, you will function as a trusted partner, ensuring seamless day-to-day operations and advancing strategic priorities. Responsibilities include managing complex calendars, coordinating meetings and events, streamlining communication processes, and overseeing essential office management functions. You will also play a key role in fostering a positive workspace culture and ensuring the efficient execution of administrative and logistical tasks.

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ESSENTIAL FUNCTIONS: (The following duties and responsibilities are all essential job functions, as defined by the ADA, except for those that begin with the word "may.")

• Takes ownership of complex calendars and schedules as well daily workflows with emphasis on task prioritization, delegation, and risk management to stay ahead of real-time problems as well as maximize efficiencies
• Works directly with Executives Staff on upholding company culture and values in the office
• Arranging travel arrangements, preparing itineraries, plan logistics, and preparing expense reports.
• Manages office communication systems and logistics including directing mail/deliveries
• Providing administrative support to Board Members as needed.
• Plans company events and business travel arrangement for executive office staff
• Performs other related duties as assigned to assist with successful operations and business continuity.

POSITION REQUIREMENTS:

• Successfully passes background check.
• Possesses a valid U. S. Drivers License.
• Daily in-person, predictable attendance.

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EDUCATION/EXPERIENCE LEVEL

• 7 Years of experience supporting Executive Staff, Executive Teams, or C-Level Suite (CEO, COO, CFO, CTO)
• 4 years of experience providing administrative support to a C Suite leader
• 4 years of experience coordinating travel logistics on behalf of an executive leader
• 4 years of calendar management and expense report management experience

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QUALIFICATIONS, SKILLS, COMPETENCIES, AND ABILITIES

• Must not be scared to ask tough questions needed to meet business objectives and timelines set forth by company executives
• Proven background supporting Executive Teams or Leaders on business-critical initiatives
• Solution-driven attitude and conflict resolution experience
• Excellent writing capabilities with a high level of detail in spelling, grammar, and punctuation
• Certified Notary or willing to go through the Notary certification process
• Have advanced technological skills and digital literacy
• Be highly skilled in using Microsoft Office products (Word, Excel, SharePoint, PowerPoint, etc.)
• Have professional communication skills and the ability to communicate effectively to leadership and upper-level management

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PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

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Frequently required to walk, sit, climb, bend, reach, and squat/kneel. The Executive Assistant works indoors in an office setting, primarily sitting for extended periods of time at a desk station, keyboarding, and using repetitive motions with wrists, hands, and or fingers. Vision abilities required by this job include close vision and the ability to adjust focus while reading and staring at computer monitor. They will also need to speak clearly and audibly, as well as have the ability to hear, understand, and distinguish speech and /or other sounds (e.g., building alarms) deriving from in-person speech, telephone, or other remote speech. No adverse environmental conditions are expected. While in the office, they may be called upon to stand, kneel, push, pull, reach overhead, stoop, crouch, climb, and lift; therefore, the Executive Admin should be able to lift 25 lbs. independently.

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Work hours may include early morning, late afternoon/evening hours, and weekends in combination depending on job demands.

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The Company is committed to the cause of equal employment opportunity for all employees and applicants, thus abiding by all applicable state and federal laws. Our practices regarding employment, job promotion, compensation, training, and termination do not discriminate on the basis of race, color, religious creed, age, sex, national origin, veteran's status, disability, pregnancy, genetic information, or any other legally protected status. It is expected that all employees, both management and staff, will fully support these nondiscriminatory policies.

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The company has reviewed this job description to ensure essential functions and duties have been included. It is not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities.

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AAP /EEO STATEMENT

The Company is committed to the cause of equal employment opportunity for all employees and applicants, thus abiding by all applicable state and federal laws. Our practices regarding employment, job promotion, compensation, training, and termination do not discriminate on the basis of race, color, religious creed, age, sex, national origin, veteran's status, disability, pregnancy, genetic information, or any other legally protected status. It is expected that all employees, both management and staff, will fully support these nondiscriminatory policies.

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The company has reviewed this job description to ensure essential functions and duties have been included. It is not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities.

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Last Revised: 01/2025