Administrative Assistant IV

Description:
Qualifications & Skills
o Minimum 8-10 years of receptionist or administrative experience.
o Experience in C-Suite in Oil and Gas industry preferred.
o Strong organizational and multitasking skills.
o Excellent verbal and written communication.
o Proficiency in Microsoft Office Suite and visitor management systems.
o Experience using or be willing to be trained using CoPilot (AI tool) to use and influence the tool
o Ability to maintain confidentiality and handle sensitive information.
o Professional demeanor and polished appearance.

2. Behavioral Competencies
o Customer service orientation.
o Ability to prioritize requests and work under pressure.
o Flexibility to support multiple executives and adapt to changing priorities.

3. Key Responsibilities:
o Manage conference room bookings and floor activities
o Control access to the secured floor and oversee the visitor system.
o Must operate in accordance with the enhanced security protocols recently implemented on the 49th floor.
o Maintain executive areas, including the refrigerator and conference rooms
o Handle mailings and entry of floor maintenance requests
o Maintain Level 49 floor plan
o Provide support to 49th-floor assistants as needed, with priority given to relief coverage for the Upstream President and DM&C President desks.
o Manage the 49th floor distribution list
o Assist with high-level events and meetings on the 49th floor, including catering
o Other misc. tasks

4. Additional Responsibilities
o Emergency Preparedness: Familiarity with building safety protocols and ability to assist during drills or incidents.
o Technology Support: Basic troubleshooting for conference room AV equipment.
o Vendor Coordination: Liaise with catering and maintenance vendors for events and repairs
Please Note:
Please provide candidate phone numbers when submitting resumes so that screening calls can be made immediately.
Please highlight years of relevant experience near the top of the resume (8 years minimum of executive-level administrative experience required)
MUST HAVE: Executive level support, Professional appearance, C-Suite experience within a large company, Understanding of Corporate office setting.
GOOD TO HAVE: Confident using AI/Copilot, Learning and Leading digital development, Top executive communication, Leadership skills.
TRAITS TO SEEK: Proactive, Honest, Integrity, Knowing when to ask for help, Speak up, Maintaining professionalism.
HOURS: 7am to 4pm, 5 days a week, will be working onsite daily in Houston (1400 Smith Street, 49th floor)