Executive Assistant

It's fun to work in a company where people truly BELIEVE in what they're doing!

We're committed to bringing passion and customer focus to the business.

JOB SUMMARY The Executive Assistant provides high-level, confidential administrative and operational support to the Chief Financial Officer and senior leaders across Human Resources & Administration, Commercial, Policy & Corporate Affairs, and Enterprise Transformation. The role serves as a central coordination point across multiple executive offices, balancing complex calendars, travel, meetings, approvals, communications, and cross-functional initiatives in a fast-paced environment. The successful candidate anticipates needs, exercises sound judgment, protects sensitive information, and creates disciplined operating rhythms that enable leaders and teams to work effectively.

KEY RESPONSIBILITIES Executive Support Provides direct support to multiple senior executives, including the CFO, EVPs, and SVPs.Manages complex calendars, daily priority alignment, recurring leadership meetings, and last-minute schedule changes.

Serves as backup for CEO/COO and Board-related activities during the Senior Executive Assistant’s absence.

Travel Management Manages frequent domestic and international travel, including flights, hotels, ground transportation, visas, security notifications, and detailed itineraries.

Coordinates high-complexity trips involving multiple countries, carriers, executives, external stakeholders, and changing schedules.

Supports major industry conferences, investor roadshows, customer meetings, and site visits.

Tracks rebooking, ticket credits, fare changes, and related expense reconciliation.

External Stakeholder and Governance Coordination Coordinates with investors, banks, customers, joint-venture partners, external counsel, executive search firms, , and government stakeholders.

Supports Board and Board of Managers meetings, director searches, financing calls, investor calls, and owner-facing sessions.

Handles confidential profiles, interview logistics, and time-sensitive executive and Board communications.

Finance, Procurement, and Controlled Document Support Coordinates executive signatures, wet-ink documents, Docusign packages, financing documents, purchase requisitions, budget adjustments, and notarial services.

Confirms required legal, budget, and Delegation of Authority approvals before routing documents.

Supports expense reporting and remediation, including complex and high-value reports.

Project and Program Coordination Produces recurring status reports and executive materials.

Maintains recurring business processes, SharePoint libraries, reporting tools, and workflow controls.

EDUCATION, SKILLS, EXPERIENCE, & COMPETENCIES Minimum Requirements Bachelor’s degree or equivalent combination of education and relevant experience.
7 or more years of progressive executive administrative experience, including direct support to C-suite or senior executives.

Demonstrated experience managing multiple executive calendars and priorities across several functions or business areas.

Strong experience coordinating complex domestic and international travel, executive meetings, events, and external stakeholders.

Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint; experience with Workday, SAP, Concur, Docusign, Service Now, or similar platforms is preferred.

Experience handling confidential information, sensitive personnel matters, financial or commercial documents, and time-critical approvals with discretion.

Preferred Requirements Experience in energy, infrastructure, finance, professional services, or another complex, highly regulated environment is preferred.

Preferred experience leveraging AI-enabled tools to enhance…