Executive Administrative Assistant

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Full Time Office & Clerical Deer Park, TX, US

5 days ago Requisition

The Executive Administrative Assistant provides trusted, proactive, and highly organized support to the Chief Executive Officer and Executive Leadership Team. The role protects and optimizes executive time by coordinating leadership priorities, complex calendars, meetings, communications, travel, approvals, and key site activities. Serving as a central coordination point across the business, the position applies sound judgment, discretion, and consistent follow-through in a fast-paced industrial environment.

The role also uses approved digital and AI-assisted tools responsibly to streamline administrative work and improve Executive Team effectiveness.

• Manages complex calendars, meeting schedules, travel arrangements, expenses, correspondence, and competing priorities for the Chief Executive Officer and Executive Leadership Team.
• Anticipates executive needs, resolves scheduling conflicts, and ensures leaders are prepared for meetings, decisions, site activities, and external commitments.
• Serve as a professional point of contact for executives, employees, visitors, and external stakeholders.

• Coordinates executive meetings, leadership reviews, audits, site visits, strategic planning sessions, and special events, including facilities, technology, catering, visitor access, and materials.
• Prepares and distributes agendas, presentations, briefing materials, reports, and executive communications that are accurate, professional, and appropriate for the intended audience.
• Captures decisions, action items, owners, and due dates; maintains action logs and follows up with stakeholders to support timely completion.
• Serves as a professional and responsive point of contact for executives, employees, visitors, vendors, and external stakeholders while appropriately prioritizing requests.

• Coordinates executive approvals, document routing, signature workflows, records retention, SharePoint content, distribution lists, and other administrative controls.
• Maintain organized SharePoint sites and administrative records that support efficient and compliant operations.
• Assist with leadership events, strategic planning activities, budget reviews, audits, and other business related activities and initiatives.

• Handles sensitive business, personnel, financial, legal, and organizational information in accordance with company policies, governance standards, records requirements, and confidentiality expectations.
• Ensure compliance with company policies, governance standards, and confidentiality requirements.
• Collaborates with administrative professionals and cross-functional teams to ensure seamless executive support, accurate information flow, and reliable backup coverage.

• Experience supporting multiple executives and managing complex, competing priorities with limited supervision.
• Demonstrated proficiency in Microsoft 365, including advanced calendar management in Outlook and working knowledge of Word, Excel, PowerPoint, Teams, and SharePoint.
• Excellent written and verbal communication, organization, time management, attention to detail, execution, and follow-through.
• Demonstrated ability to handle confidential information with professionalism, discretion, and sound judgment.

• Experience coordinating executive travel, leadership meetings, approvals, document controls, and high-visibility events.
• Familiarity with enterprise systems, travel and expense platforms, and workflow or approval tools.
• Experience using AI productivity tools responsibly and effectively in an administrative setting.
• Bilingual proficiency in English and Spanish.

• High school diploma or GED required.
• Minimum of five years of progressively responsible administrative experience supporting senior-level leaders required.
• Experience supporting multiple executives and managing complex or rapidly changing priorities required.

• Associate degree in business administration, communications, or a related field preferred.
• Experience in a refinery,…