Executive Assistant

Job Summary:

The Executive Assistant serves as a critical support to the Chairman & CEO providing high level administrative, operational, and organizational support. This role requires exceptional judgement, strong business acumen, and the ability to navigate a fast-paced, mission driven environment with confidence and discretion. This individual approaches every opportunity and responsibility with care, intention, and a deep sense of stewardship for the priorities of the Chairman and CEO.

In addition to professional responsibilities, this role thoughtfully integrates personal and whole-life support, recognizing that the effectiveness of the Chairman & CEO is shaped by the seamless coordination of both professional and personal priorities. The Executive Assistant serves as a trusted partner in managing the full scope of commitments, enabling focus, balance, and sustained leadership impact.

The ideal candidate excels in executive-level administrative support and brings a proactive mindset, outstanding operational discipline, and a genuine commitment to learning and continuous improvement. They anticipate needs, solve problems before they surface, and help drive clarity, alignment, and momentum across the executive office. With a steady presence and a positive, professional demeanor, the Executive Assistant enhances the effectiveness of the executive team and contributes meaningfully to HEP's culture of excellence.

Duties/Responsibilities:

Executive Support & Coordination

• Manages and oversees complex scheduling for internal and external meetings, events, and high-stakes engagements, ensuring seamless coordination across all stakeholders.
• Leads the planning and execution of executive travel both domestic and international including logistics, documentation, preferred vendor negotiations, and contingency planning.
• Supports coordination of executive engagements, meetings, and external commitments by ensuring communication, scheduling, and logistics are aligned with the Chairman & CEO's priorities.
• Manages all scheduling for the Board of Directors activities, including comprehensive travel arrangements, materials, communication, and technology coordination related to the Chairman & CEO's participation and communication.
• Composes and prepare high-quality complex correspondence, meeting materials (agendas, meeting notes, etc.), briefing documents, and reports with minimal supervision.
• Coordinates communication and scheduling related to external board participation, civic engagements, and external commitments on behalf of the Chairman & CEO.

Integrated Support

• Provides integrated personal assistant support that enables the Chairman and CEO to effectively manage the full scope of professional and personal responsibilities.
• Coordinates personal scheduling, logistics, and priorities with the same discretion, precision, and care applied to executive and business matters.
• Supports personal travel planning and logistics, ensuring seamless coordination with professional commitments.
• Coordinates administrative matters related to personal properties and operations, including vendor communication, scheduling, documentation, and service coordination.

Financial, Vendor & Administrative Coordination

• Coordinates with vendors, service providers, and internal teams regarding invoicing, billing, and administrative documentation related to executive and approved personal matters.
• Assists with tracking and organizing expenses, payments, and financial documentation in coordination with accounting resources.
• Maintains organized records and documentation to support efficient financial and administrative workflows.

Executive Judgement & Prioritization

• Determines and prioritizes tasks that optimize the Chairman and CEO's time, including support across professional, civic, and philanthropic obligations.
• Serves as a trusted advisor in managing information flow, exercising discretion, confidentiality, and sound judgement at all times.
• Proactively identify issues, propose solutions, and independently resolve challenges before they impact executive operations.
• Serves as a culture-carrier for professionalism, alignment, proactive communication and dependable follow-through.
• Executes high-accuracy administrative tasks, with strong attention to detail, speed, and quality control.

Information Flow & Executive Alignment

• Manages incoming information, requests, and communications to ensure the Chairman & CEO's attention remains focused on highest-priority matters.
• Organizes, filters, and elevates critical information to support timely decision-making and effective engagement.
• Maintains awareness of ongoing commitments across business, board, civic, and personal responsibilities to ensure continuity and follow-through.
• Partners closely with executive assistants and administrative professionals both internally and across external organizations to ensure alignment and seamless coordination across executive priorities.
• Builds and maintains strong, professional relationships with…