Executive Assistant

Role Overview Mission: The Executive Assistant serves as a strategic partner to Riverstone Logistics’ executive leadership team, providing high‑level administrative, operational, and organizational support that enables leaders to operate effectively and focus on the highest priorities of the business. This role supports multiple C‑suite executives, serving as a trusted extension of leadership by managing executive operations with professionalism, discretion, and precision. The Executive Assistant ensures calendars, travel, communication, meetings, and follow‑through are executed with excellence while helping maintain organizational clarity and momentum. Core Objective: Enable executive leaders to operate at a high level by proactively managing administrative operations, protecting executive time, and ensuring priorities move forward with clarity and efficiency. Who You Are ("The Ideal Candidate") You are a seasoned Executive Assistant who understands how to operate in fast‑paced, high‑accountability executive environments. You recognize that executive support is not simply administrative work; it is strategic partnership. You understand how to anticipate needs, protect executive focus, manage competing priorities, and create operational clarity for leaders navigating complex organizations. You are proactive, highly organized, and calm under pressure. You know how to manage shifting priorities while maintaining professionalism and attention to detail. You are comfortable supporting senior executives with very little ramp‑up time. You know how to build trust quickly, operate with discretion, and independently manage high‑level responsibilities. You thrive behind the scenes, ensuring leaders are prepared, informed, and able to focus on the highest‑impact work. You lead with humility, reliability, stewardship, and service. Strategic Executive Partner: Understands how to proactively support and enable C‑suite leaders. Highly Organized Operator: Manages calendars, priorities, logistics, and communication with precision. Calm Under Pressure: Able to navigate fast‑moving environments and shifting priorities with professionalism. Detail‑Oriented: Ensures details are handled accurately and consistently. Trusted Professional: Handles confidential and sensitive matters with discretion and maturity. Relationship Builder: Builds trust and credibility with executives, employees, and external partners. Service‑Minded: Approaches executive support with humility, ownership, and excellence. Essential Duties and Key Responsibilities Executive Calendar & Time Management Manage complex executive calendars and scheduling needs for assigned C‑suite leaders. Responsibilities include: Coordinate meetings, calls, and leadership engagements Protect executive focus and time alignment Anticipate scheduling conflicts and proactively recommend solutions Prepare daily and weekly executive agendas Executive Communication Support Support executive communication and organizational coordination. Responsibilities include: Manage and organize executive inboxes as needed Draft, edit, and proofread emails and communication Coordinate follow‑up items and action tracking Serve as a communication bridge between executives and internal teams Ensure executive leaders are prepared for meetings and engagements Executive Travel & Expense Management Coordinate executive travel and expense operations with accuracy and professionalism. Responsibilities include: Manage travel booking and itineraries Coordinate accommodations, transportation, and meals Prepare detailed travel schedules and supporting documentation Complete expense reporting and reimbursement processing Ensure travel and expense activities align with company standards Meeting Preparation & Executive Coordination Ensure executive meetings and leadership engagements are organized and prepared in advance. Responsibilities include: Prepare meeting agendas and supporting materials Coordinate logistics for executive meetings and leadership sessions Assist with Executive Strategy Sessions, leadership meetings, and company events Organize presentations, spreadsheets, reports, and executive documentation Track follow‑up items and commitments when requested Organizational & Administrative Operations Support the day‑to‑day operational needs of executive leadership. Responsibilities include: Maintain organized digital filing and documentation systems Conduct research and gather information for executive initiatives Support visitors, clients, and leadership guests as needed Assist with event coordination and logistical support Manage sensitive information with strict confidentiality and discretion What Success Looks Like in This Role Anticipate executive needs before being asked Create clarity and organization in fast‑moving environments Protect executive time and reduce operational friction Build trust quickly with executive leaders Operate independently with minimal oversight Handle sensitive situations with maturity and discretion Ensure leaders feel supported, prepared, and informed Required Qualifications (Education, Knowledge, Skills, and Abilities) Education & Experience 5+ years of experience supporting senior executives or C‑suite leadership Significant experience operating in high‑level executive support environments Proven ability to support multiple senior leaders simultaneously Strong organizational and time‑management skills Exceptional written and verbal communication skills High level of professionalism, discretion, and confidentiality Strong problem‑solving and prioritization abilities Proficiency in Microsoft Office Suite (Word, Excel, Teams, Outlook, Beautiful.ai, AI) Experience coordinating complex travel and executive logistics Ability to operate independently with minimal onboarding or supervision Alignment with Riverstone’s belief that leadership is stewardship — serving others with excellence, integrity, and humility Physical Demands and Work Environment The physical demands 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 the essential functions. While performing the duties of this job, the employee is regularly required to communicate effectively with coworkers and outside stakeholders in person both on the telephone and via email and other computer‑related messaging. The employee is occasionally required to maneuver about the work areas and move/manipulate various objects and there may be an occasional need to lift up to 50 pounds. This position may require extended work hours and travel. NOTE This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job‑related instructions and to perform any other job‑related duties requested by any person authorized to give instructions or assignments. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship. #J-18808-Ljbffr Riverstone Logistics