Executive Assistant

Executive Assistant to the President

Tauber Oil Company

Position Summary

The Executive Assistant (EA) to the President provides high-level administrative, operational, and confidential support in a fast-paced commodities trading environment. This role requires exceptional attention to detail, a consistently positive attitude, and the flexibility to "wear many hats" across scheduling, communications, travel, office coordination, and special projects. The ideal candidate is proactive, highly organized, service-minded, and comfortable working with shifting priorities while maintaining discretion and professionalism.

Key Responsibilities

• Executive support: Manage complex calendar scheduling, meeting preparation, follow-ups, and action-item tracking for the President.
• Inbox and communications: Draft, edit, and proofread emails, memos, and correspondence; prioritize messages and route requests appropriately.
• Travel coordination: Arrange domestic and international travel, including itineraries, lodging, ground transportation, and expense documentation.
• Meeting and event logistics: Coordinate internal and external meetings (in-person/virtual), prepare agendas and materials, take notes as needed, and ensure timely distribution of outcomes.
• Confidentiality and discretion: Handle sensitive information related to ownership, trading activities, counterparties, banking, legal matters, and personnel with strict confidentiality.
• Document and records management: Maintain well-organized digital and physical files; ensure accuracy in contracts, NDAs, presentations, and operational documents (as assigned).
• Office and vendor coordination: Support day-to-day office needs; liaise with vendors and service providers; assist with ordering and basic facilities coordination.
• Operational support: Assist with administrative tasks that support trading/operations teams (e.g., coordination, tracking, and documentation), as needed.
• Expense reporting: Prepare and reconcile expenses, invoices, and reimbursements; support basic bookkeeping coordination with accounting, as directed.
• Special projects: Provide project coordination support, research, and presentation preparation; anticipate needs and propose solutions.
• Relationship management: Serve as a professional point of contact for customers, suppliers, brokers, bankers, legal counsel, and other external partners.

Required Qualifications

• Demonstrated attention to detail with strong proofreading, formatting, and follow-through skills.
• Consistently positive, professional attitude with a service-oriented approach.
• Strong organizational skills with the ability to manage competing priorities and shifting deadlines.
• High discretion and sound judgment with confidential information.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and virtual meeting tools.
• Ability to work independently, anticipate needs, and solve problems without requiring constant direction.

Preferred Qualifications

• Comfort working with legal/contract documents (e.g., NDAs, service agreements) and maintaining version control.
• Advanced Excel skills (filters, pivots, basic formulas) for tracking and reporting.

Core Competencies

• Detail-driven execution: Notices what others miss; produces accurate, polished work.
• Positive, steady presence: Maintains composure, professionalism, and optimism under pressure.
• Proactive ownership: Anticipates needs, closes loops, and drives tasks to completion.
• Adaptability: Comfortable switching between strategic support and hands-on administrative work.
• Strong prioritization: Understands urgency vs. importance; keeps the President focused on the highest-value items.
• Relationship and diplomacy: Communicates clearly and respectfully with internal teams and external partners.

Work Environment & Schedule

This position is based in Houston, TX and is hybrid (4 days in office – Fridays work from home). Some schedule flexibility may be required to support business needs, including early/late meetings and occasional travel coordination. The role involves frequent collaboration with the President and cross-functional teams.