Executive Assistant

Seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to three senior leaders within the Sales and Commercial Leadership team. This role will serve as a trusted business partner, managing complex calendars, coordinating travel, supporting customer-facing events, and ensuring smooth day-to-day operations across a geographically dispersed leadership team. The ideal candidate will possess strong communication skills, exceptional attention to detail, and the ability to work independently in a fast-paced environment while interacting professionally with internal stakeholders, customers, and external vendors.

• Provide dedicated executive administrative support to three senior leaders located across Houston and London.
• Manage complex calendars, schedule meetings, and coordinate activities across multiple time zones.
• Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Process travel and expense reports and support related administrative activities.
• Coordinate meetings, conference rooms, and executive-level business engagements.
• Serve as a liaison between executives, internal stakeholders, customers, and external vendors.
• Support planning and execution of customer meetings, conferences, leadership events, and other business functions.
• Coordinate event logistics, including venue arrangements, communications, attendee management, and meeting materials.
• Assist with vendor coordination and administrative procurement processes as needed.
• Maintain confidentiality while handling sensitive business information and executive communications.
• Anticipate administrative needs and proactively resolve scheduling and operational issues.
• Support day-to-day office and organizational activities to ensure efficient business operations

Managing calendars and requirements from three different executives in different work locations

• Minimum 5-8 years of Executive Assistant, Senior Administrative Assistant, or related experience supporting senior leaders.
• Proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, and PowerPoint.
• Experience managing complex executive calendars and travel arrangements.
• Strong organizational, prioritization, and multitasking skills.
• Excellent verbal and written communication skills.
• Demonstrated ability to work effectively with stakeholders at all levels of an organization.
• High level of professionalism, discretion, and confidentiality.
• Bachelor's degree preferred; equivalent combination of education and relevant experience will be considered.

• Prior experience supporting multiple executives simultaneously.
• Experience with in the oil and gas, energy, or industrial sector.
• Knowledge of SAP Ariba, Fieldglass, Concur, or similar business systems.
• Experience coordinating customer events, conferences, and executive meetings.
• Experience working with geographically distributed teams and international stakeholders.

• Executive presence and professionalism
• Strong relationship-building skills
• Attention to detail
• Problem-solving and critical thinking

• Initiative and accountability
• Customer-service mindset
• Adaptability and flexibility
• Ability to manage competing priorities in a dynamic environment

Bachelor's degree or equal experience

Oil & Gas Industry experience preferred

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status