Executive Administrative Assistant (C-Suite Support)

Executive Receptionist / Executive Administrative Support Specialist

Job Description Education: High School Diploma or GED required. Associate's or Bachelor's degree in Business Administration, Communications, or a related field preferred.

Requirements: Minimum 8-10 years of receptionist or administrative support experience. Experience supporting senior executives and executive office environments. Strong organizational, time management, and multitasking skills. Excellent verbal and written communication skills. Proficiency with Microsoft Office Suite, Outlook, Word, Excel, PowerPoint, Visitor Management Systems. Ability to maintain confidentiality and handle sensitive information. Professional demeanor, executive presence, and polished appearance. Strong customer service orientation. Ability to prioritize requests and perform effectively under pressure. Flexibility to support multiple executives and adapt to changing priorities. Willingness to learn and utilize Microsoft Copilot and AI-enabled workplace tools.

Preferred Qualifications: Experience supporting C-Suite executives within the Oil & Gas industry. Experience working in large corporate headquarters or executive office settings. Experience managing executive floor operations or executive reception functions. Familiarity with executive-level event coordination. Experience working with conference room AV technologies. Demonstrated interest in technology adoption, AI tools, and workplace innovation. Leadership experience or demonstrated ability to influence and support organizational initiatives.

Competencies: Customer-focused mindset. Professionalism and discretion. Integrity and trustworthiness. Strong attention to detail. Adaptability and flexibility. Sound judgment and decision-making. Ability to work independently while collaborating effectively with executive teams. Calm, composed, and responsive in high-pressure situations.

Summary: We are seeking a highly professional and polished Executive Receptionist / Executive Administrative Support Specialist to support operations on a secured executive floor. This individual will serve as the primary point of contact for executive visitors, manage access and visitor protocols, coordinate conference rooms and events, and provide administrative support to executive assistants and senior leadership teams. The ideal candidate possesses a strong background supporting executive leadership in a large corporate environment, exceptional organizational skills, sound judgment, and the ability to maintain confidentiality while managing multiple priorities within a fast-paced executive setting.

Responsibilities: Executive Floor Operations Manage conference room reservations and daily floor activities. Maintain executive areas, including conference rooms, hospitality spaces, and common areas. Maintain the Level 49 floor plan and related administrative records. Manage and maintain the 49th-floor distribution list.

Visitor Management & Security Control access to the secured executive floor. Oversee visitor registration and visitor management systems. Ensure compliance with enhanced security protocols implemented on the 49th floor. Serve as a professional first point of contact for executive visitors and guests.

Executive & Administrative Support Provide support to executive assistants and leadership teams as needed. Provide relief coverage support for the Upstream President and DM&C President administrative desks when necessary. Handle mailings and process floor maintenance requests. Perform miscellaneous administrative tasks as assigned.

Meeting & Event Coordination Coordinate and support executive meetings and high-profile events. Arrange catering and meeting logistics. Ensure conference rooms are properly prepared and maintained for executive meetings.

Vendor & Facilities Coordination Liaise with catering vendors and building maintenance personnel. Coordinate vendor services related to meetings, events, repairs, and facility needs.

Technology Support Provide basic troubleshooting support for conference room audiovisual equipment. Utilize Microsoft Office applications and visitor management technologies effectively. Use or be willing to be trained on Microsoft Copilot and other AI-enabled productivity tools.

Emergency Preparedness Maintain familiarity with building safety and emergency procedures. Assist with emergency drills, evacuations, and incident response activities when required.

**Only those lawfully authorized to work in the designated country associated with the position will be considered.**

**Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client's business needs and requirements.**