Executive Assistant to the CEO

Executive Assistant To The CEO

The Executive Assistant to the CEO plays a critical role in enhancing the Chief Executive Officer's effectiveness by providing comprehensive, high-level administrative and operational support. This position serves as a trusted partner to the CEO, anticipating needs, managing complex logistics, and representing the CEO with professionalism, discretion, and sound judgment. The Executive Assistant must maintain constant awareness of the CEO's priorities, deadlines, commitments, and projects, proactively enabling the CEO to navigate a dynamic schedule effectively and efficiently. The role requires the ability to manage sensitive and confidential matters, handle competing priorities under tight deadlines, and ensure follow-through on initiatives to successful completion.

PRIMARY RESPONSIBILITIES:

• Manage and optimize a complex, rapidly changing executive calendar, coordinating internal meetings, external engagements, board activities, and personal commitments as required.
• Serve as the primary point of contact between the CEO, Executive Leadership Team, Board of Directors, internal departments, and external stakeholders.
• Anticipate scheduling conflicts, assess priorities, and proactively resolve issues before they arise.
• Screen, prioritize, and respond to routine and non-routine phone calls, emails, and correspondence on behalf of the CEO.
• Prepare, edit, and proofread executive correspondence, reports, presentations, and briefing materials with a high degree of accuracy and professionalism.
• Handle confidential, non-routine information including conducting research and summarizing findings.
• Coordinate and support Board of Directors and leadership meetings, including agenda management, scheduling, preparation and distribution of materials, minute documentation, and post-meeting follow-up.
• Manage meeting logistics to ensure alignment of agendas, materials, and strategic outcomes.
• Assist with planning, coordination, and execution of executive-level presentations and company events.
• Arrange and oversee all aspects of CEO travel, including flight itineraries, lodging, ground transportation, and last-minute or complex changes.
• Develop comprehensive travel itineraries and ensure all logistics are aligned for business engagements, meetings, and events.
• Travel locally or regionally as needed to provide on-site executive support during meetings or live presentations.
• Support and manage special projects from concept through completion, ensuring organization, accountability, and timely execution.
• Apply an understanding of business drivers and organizational priorities to recommend improvements to administrative processes and workflows.
• Support internal documentation efforts, including following and developing workflow instructions, maintaining filing and retrieval systems, observing record retention processes, and recommending process enhancements.
• Assist with compliance-related materials, expense reporting, administrative tracking, and recordkeeping, including executive expense review and approvals.
• Handle highly confidential, sensitive, and non-routine information with discretion, integrity, professionalism, and emotional intelligence.
• Represent the CEO and the organization to internal and external parties with professionalism, empathy, accountability, and sound judgment.
• Build and maintain strong working relationships across all levels of the organization, including senior executives, board members, volunteers, and external partners.
• Traveling lightly / locally as necessary to provide on-site assistance during meetings or events; ensuring all related logistics are in order.
• Other duties and responsibilities assigned by the CEO

KNOWLEDGE, SKILLS, ABILITIES:

• Exceptional organizational skills with strong attention to detail and follow-through.
• Proven ability to manage multiple competing priorities in a fast-paced, high-demand environment.
• Excellent verbal and written communication skills, with the ability to distill complex information into clear, actionable messages.
• High level of professionalism, discretion, and emotional intelligence.
• Strong analytical and problem-solving skills, using judgment and precedent to evaluate solutions.
• Ability to work independently with autonomy while collaborating effectively within a team.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), videoconferencing tools, and other standard business applications.
• Knowledge of executive travel logistics and meeting coordination for senior leaders.
• Comfortable operating in environments with ambiguity and rapidly evolving priorities.

EDUCATION/EXPERIENCE:

• Bachelor's degree in business administration or related field required, or equivalent combination of education and experience
• Minimum 7 years of progressively responsible executive or senior administrative support experience with prior experience supporting C-suite executives, including the CEO, strongly preferred.
• Experience mentoring, coordinating, or providing guidance to other administrative professionals is a plus.
• Industry experience in oil and gas, energy, private equity, or investment management is strongly preferred.

PHYSICAL REQUIREMENTS:

• The ability to use a computer or phone for extended periods of time
• Basic use of office equipment such as telephone, smartphone, copier, and fax machines
• Ability to lift 10 pounds occasionally
• Ability to sit, concentrate and remain stationary for extended periods of time as needed.

WORK ENVIRONMENT: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. POSITION TYPE AND EXPECTED HOURS OF WORK: This is a full-time non-exempt position. Days and hours of work will vary due to the workload and needs of the company. Some evenings and weekends will be required. TRAVEL: Travel may be required for this position.

Equal Opportunity Employer:

This description is intended to describe the type of work being performed by a person assigned to this position. It is not an exhaustive list of all duties and responsibilities required by the employee.

Gulfport Energy is an Equal Opportunity Employer and is committed to the principles of equal employment opportunity for all employees and applicants for employment. Gulfport also provides reasonable accommodations to qualified individuals with disabilities, except where such an accommodation would cause an undue hardship.