Executive Administrative Assistant

Job Description

Job Description

Job Summary

The Executive Administrative Assistant provides trusted, proactive, and highly organized support to the Chief Executive Officer and Executive Leadership Team. The role protects and optimizes executive time by coordinating leadership priorities, complex calendars, meetings, communications, travel, approvals, and key site activities. Serving as a central coordination point across the business, the position applies sound judgment, discretion, and consistent follow-through in a fast-paced industrial environment. The role also uses approved digital and AI-assisted tools responsibly to streamline administrative work and improve Executive Team effectiveness.

Accountabilities & Responsibilities:  

Executive Support

• Manages complex calendars, meeting schedules, travel arrangements, expenses, correspondence, and competing priorities for the Chief Executive Officer and Executive Leadership Team.
• Anticipates executive needs, resolves scheduling conflicts, and ensures leaders are prepared for meetings, decisions, site activities, and external commitments.
• Serve as a professional point of contact for executives, employees, visitors, and external stakeholders.

Meeting and Communication Management

• Coordinates executive meetings, leadership reviews, audits, site visits, strategic planning sessions, and special events, including facilities, technology, catering, visitor access, and materials.
• Prepares and distributes agendas, presentations, briefing materials, reports, and executive communications that are accurate, professional, and appropriate for the intended audience.
• Captures decisions, action items, owners, and due dates; maintains action logs and follows up with stakeholders to support timely completion.
• Serves as a professional and responsive point of contact for executives, employees, visitors, vendors, and external stakeholders while appropriately prioritizing requests.

Coordination and Administrative Operations

• Coordinates executive approvals, document routing, signature workflows, records retention, SharePoint content, distribution lists, and other administrative controls.
• Maintain organized SharePoint sites and administrative records that support efficient and compliant operations.
• Assist with leadership events, strategic planning activities, budget reviews, audits, and other business related activities and initiatives.

Confidentiality and Professionalism

• Handles sensitive business, personnel, financial, legal, and organizational information in accordance with company policies, governance standards, records requirements, and confidentiality expectations.
• Ensure compliance with company policies, governance standards, and confidentiality requirements.
• Collaborates with administrative professionals and cross-functional teams to ensure seamless executive support, accurate information flow, and reliable backup coverage.

Qualifications: 

Required Qualifications

• Experience supporting multiple executives and managing complex, competing priorities with limited supervision.
• Demonstrated proficiency in Microsoft 365, including advanced calendar management in Outlook and working knowledge of Word, Excel, PowerPoint, Teams, and SharePoint.
• Excellent written and verbal communication, organization, time management, attention to detail, execution, and follow-through.
• Demonstrated ability to handle confidential information with professionalism, discretion, and sound judgment.

Preferred Qualifications

• Experience coordinating executive travel, leadership meetings, approvals, document controls, and high-visibility events.
• Familiarity with enterprise systems, travel and expense platforms, and workflow or approval tools.
• Experience using AI productivity tools responsibly and effectively in an administrative setting.
• Bilingual proficiency in English and Spanish.

Education, Experience and Skills 

Education and Experience: 

Required

• High school diploma or GED required.

• Minimum of five years of progressively responsible administrative experience supporting senior-level leaders required.

• Experience supporting multiple executives and managing complex or rapidly changing priorities required.

Preferred

• Associate degree in business administration, communications, or a related field preferred.

• Experience in a refinery, petrochemical, manufacturing, energy, or other compliance-focused environment preferred. Experience at the Deer Park site would be a plus.

Knowledge, skills and abilities

• Advanced executive calendar, meeting, travel, expense, and priority-management capability.
• Proficiency in Outlook, Word, Excel, PowerPoint, Teams, and SharePoint; ability to learn enterprise systems and workflow tools quickly.
• Ability to prepare polished executive communications, presentations, agendas, briefing materials, meeting notes, and action logs.
• Strong interpersonal skills and the ability to coordinate effectively across functions, organizational levels, and external stakeholders.
• Ability to exercise independent judgment, maintain confidentiality, identify risks, and respond appropriately to urgent or sensitive matters.
• Ability to use approved AI-assisted drafting and summarization tools responsibly and validate outputs before use or distribution.
• Strong attention to detail, adaptability, service orientation, accountability, and continuous-improvement mindset.
• Curios and Learner mindset.

Physical requirements: 

The physical demands described here are representative of those required to perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Primarily performs work in an office environment at the Deer Park, Texas site and maintains regular on-site presence.
• Frequently sits and uses a computer, telephone, and standard office equipment; periodically stands and walks between offices and meeting locations.
• Must be willing and able to enter refinery operating areas beyond the administration building for site tours, safety meetings, and other work-related activities, subject to site access, safety, and personal protective equipment requirements. This would require TWIC (Transportation Work Identification Card).
• May work a 4x10 (4 days / 10 hours) or 5x8 (5 days/ 8 hours) schedule based on business needs.
• Occasional extended hours may be required to support leadership activities, audits, travel changes, planned or unplanned events, emergency operations support, and special projects.