Executive Assistant

Executive Assistant

CNPC USA is seeking a highly organized and versatile Executive Assistant to support the day-to-day operations of a small, fast-paced office at the company's North American headquarters. This is a multifaceted role for a candidate who is comfortable wearing many hats, spanning front-office reception and guest hosting, customer and partner relationship management, project coordination, and support for the company's legal, human resources, and accounting functions, in addition to general administrative and executive support.

The ideal candidate is a proactive, resourceful, and adaptable professional who thrives in a small-company environment where responsibilities are broad and priorities shift frequently. This role works closely with company leadership, internal staff, customers, and external partners to keep operations running smoothly, build strong relationships, and step in wherever support is needed across the business.

Key Responsibilities:

• Serve as the front-office point of contact, greeting and hosting external guests, clients, and visitors, and ensuring a professional and welcoming reception experience.
• Manage customer and partner relationships, including maintaining contact records, coordinating follow-ups, and supporting communications that strengthen business relationships.
• Coordinate and support cross-functional projects, tracking timelines, deliverables, and action items and following up with stakeholders to ensure timely completion.
• Support company legal work, including organizing and maintaining contracts and corporate records, coordinating with outside counsel, and assisting with document preparation and compliance tracking.
• Assist with human resources tasks, including onboarding, maintaining personnel files, coordinating interviews, and supporting general HR administration.
• Assist with accounting tasks, including processing invoices, expense reports, and reimbursements, tracking payments, and supporting bookkeeping and reporting activities.
• Organize and coordinate company meetings, events, and visits, including logistics, scheduling, catering, and material preparation.
• Oversee general office operations, including ordering and maintaining supplies and coordinating with facilities and IT.
• Handle sensitive and confidential information across legal, HR, financial, and executive matters with integrity, professionalism, and discretion.
• Prepare, edit, and proofread correspondence, reports, and presentations, and maintain organized physical and electronic filing systems and records.
• Provide bilingual support as needed to facilitate communication between English- and Chinese-speaking staff, customers, and partners.
• Provide administrative support to company leadership, including calendar management, scheduling, and meeting coordination as needed.
• Coordinate travel arrangements and itineraries for staff and leadership when required.
• Take on additional projects and ad hoc responsibilities across departments as needed, demonstrating flexibility and a willingness to wear multiple hats in a small-company environment.

Minimum Education & Experience Requirements:

• Bachelor's degree in Business Administration, Communications, or a related field, or equivalent combination of education and experience.
• Two (2) years of experience in administrative, office management, or operations support, ideally in a small-company or generalist capacity.

Must demonstrate proficiency in each of the following:

• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and common collaboration and scheduling tools.
• Exceptional organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills, with strong attention to detail and accuracy.
• Proven ability to handle confidential and sensitive information with discretion and professionalism.
• Strong interpersonal and customer-facing skills, with the ability to host guests and interact professionally with staff, customers, and partners at all levels.
• Familiarity with basic legal, HR, and accounting or bookkeeping processes, with the ability to support multiple business functions.
• Ability to work independently, exercise sound judgment, and take initiative in a fast-paced environment.
• Authorization to work in the United States.

Preferred Experience:

• Experience in a small-company or startup environment requiring a broad, hands-on range of responsibilities.
• Bilingual proficiency in English and Mandarin Chinese (written and spoken).
• Hands-on exposure to HR, legal, accounting, or project management functions, or relevant coursework or certifications.
• Notary public certification or willingness to obtain certification.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential job functions.

While performing the duties of this job, the employee is regularly required to talk or hear. This is a sedentary role; however, some filing, bending and the ability to lift 20 lbs. is required.

Travel:

This position is primarily on-site at the Houston headquarters. Occasional local travel between CNPC USA locations may be required, with limited domestic or international travel to support company meetings, events, or business needs as required.

Supervisory Responsibility:

This position has no direct supervisory responsibilities. The Executive Assistant reports to and takes direction from company leadership and may coordinate with other staff across departments as needed.

CNPC USA is an Equal Opportunity Employer (EOE). Qualified applicants are considered regardless of race, color, age, sex, sexual orientation, religion, disability, ethnicity, national origin, marital status, veteran status, or any other legally protected status.

Disclaimer: The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

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