Executive Administrative Assistant

Executive Administrative Assistant

At TDW we put people first - that means working everyday to ensure the pipelines that run through our communities are operating safely and reliably. What sets us apart is our expertise, experience and commitment.

Each day we dedicate ourselves to treating each other, our customers and our community with care and respect.

The Executive Administrative Assistant provides high-level administrative and operational support to executive leadership and assists with administrative and marketing functions. This role requires excellent communication, discretion, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment. As a trusted partner, the Executive Administrative Assistant helps executives operate efficiently while also supporting and strengthening the TDW brand through marketing-related efforts.

Executive Administrative Key Responsibilities (70%)

• Manage executive calendars, communications, meetings, seminars, and events.
• Coordinate executive travel arrangements, including airfare, hotel accommodations, ground transportation, car rentals, and other travel-related logistics as needed.
• Support executives by assisting with projects, events, managing invoices, processing check requests, preparing documentation, executing initiatives, gathering data, and performing related duties.
• Handles confidential and sensitive information with the highest level of discretion.
• Prepare, edit, and manage correspondence, reports, presentations, and other executive-level documents.
• Anticipates executive needs and proactively manages tasks to ensure all deadlines are consistently met.
• Handles incoming calls, distributes and processes mail, and welcomes visitors.
• Coordinates conference room logistics by managing reservations, setting up A/V equipment, and arranging food and refreshments for both internal and external meetings.
• Uses AI tools to improve efficiency in scheduling, communications, and presentation development for the Senior Leadership Team.
• Adopts and optimizes new digital tools with a focus on usability, practicality, and measurable productivity gains.
• Stays current on AI advancements, continuously building skills and identifying opportunities to enhance workflows and decision support.

Marketing Administrative Key Responsibilities (30%)

• Provides marketing administrative support, assisting with distribution of materials & mailings, maintaining file libraries, and basic project coordination.
• Oversee employee merchandise and print ordering platforms by monitoring inventory, troubleshooting orders, coordinating with vendors, tracking orders, and reporting on department spending.
• Coordinates logistics for small regional sales events, including liaising with event organizers and sales teams, utilizing an automated event platform for registration and communications, tracking costs to budget, overseeing inventory and shipping of marketing materials.
• Manage marketing reports (e.g., monthly inventory/storage and order summaries), review the data to spot trends or issues, and communicate key insights to stakeholders.

Required Qualifications

• 58 years of experience supporting senior executives, directors, or C-level leaders.
• High school diplomas/GED required.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Strong written and verbal communication skills
• Excellent organizational, time-management, and problem-solving abilities
• Proven ability to manage competing priorities with minimal supervision
• Experience with Adobe Acrobat (editing/markups) or similar document tools.
• Familiarity with survey tools such as SurveyMonkey (or similar platforms) is a plus.

Knowledge, Skills, and Abilities

• High attention to detail and accuracy.
• Strong interpersonal skills
• Ability to work independently and collaboratively
• High level of integrity, respect for confidentiality and discretion.
• Strong judgment and decision-making capabilities
• Flexibility and adaptability in a dynamic business environment
• Demonstrates a customer-focused mindset.
• Working knowledge of tradeshow and event logistics (registrations, exhibitor manuals, shipping/packing, vendor coordination, on-site support, and post-event follow-up) is a plus.