Executive Assistant to Chief Executive Officer

Zemora Ventures is partnered with an upstream Oil & Gas company in search of an Executive Assistant to the CEO for a direct hire opportunity.

Location: Houston, TX

Worksite: Monday-Thursday onsite, Friday remote half day

Salary Range: $100-125k + 20% annual target bonus

As the Executive Assistant to the CEO, you will be responsible for supporting a wide range of high-level administrative tasks with varying deadlines. Attention to detail is pertinent as you will be managing phone calls, screening incoming communications, organizing domestic and international travel, managing expense reports, scheduling and preparing meetings, and welcoming visitors. Attention to detail is pertinent, as you will be managing the CEO’s calendar, overseeing internal and external correspondence, coordinating company functions and events, preparing meeting materials, coordinating board meetings and materials, registering for conferences, and undertaking other duties as assigned. This position comes with high standards to provide high-level service, performance, and with the utmost professionalism.

PRIMARY RESPONSIBILITIES:

• Provide executive administrative assistance to the CEO (one executive)
• Maintain relationships and communication with internal executive counterparts, external stakeholders, and vendors to meet business needs.
• Organize and arrange extensive domestic and international travel arrangements, including itineraries, flights, hotel accommodations, transportation, and dining. Track and prepare detailed expense reports.
• Attend and organize management meetings, including preparing necessary materials.
• Coordinate, prioritize and manage schedules and calendars, with the ability to adjust based on business needs.
• Set up weekly, monthly and quarterly staff meetings including booking conference rooms and preparing materials.
• Prepare and edit correspondence, reports, and presentations.
• Research and analyze data while preparing reports and recommendations.
• Manage conference registration, coordination, and prepare related materials.
• Polished communication via phone, email, and networking with various internal and external stakeholders as CEO’s representative.
• Exercise discretion with confidential and sensitive information.
• Manage special projects and additional duties as assigned to successful completion.

KNOWLEDGE, SKILLS, ABILITIES, AND OTHER WORK REQUIREMENTS:

• Minimum of 5 years of Executive Administrative experience supporting Executive-level and C-suite management.
• Experience supporting Executives within Investment Management and Oil & Gas industries is highly preferred.
• Comprehensive experience with Microsoft Office, Outlook, PowerPoint, and Excel.
• Advanced proficiency in Microsoft Excel, including data analysis, pivot tables, macros, and complex formulas.
• Ability to maintain confidentiality and discretion in all matters.
• Skilled in organization, attention to detail, prioritizing tasks, and managing various projects and deadlines simultaneously.
• Highly organized, detail-oriented, and capable of handling multiple assignments.
• Strong communication and collaboration skills and ability to work with a diverse range of individuals and professionals.
• Demonstrates sound decision-making and critical thinking skills.
• Ability to work independently with minimal supervision while managing multiple tasks.
• Bilingual proficiency in English/Spanish/French/Italian or other languages is highly preferred.
• Experience in organizing team events is highly preferred.
• Authorization to work in the US for any employer is mandatory.