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25-523.B - Executive Administrative Assistant

Hilcorp Energy Company
sick time
United States, Texas, Houston
1111 Travis Street (Show on map)
Jul 02, 2025
Provides support to the SVP A&D, SVP Marketing and other designated staff by implementing administrative systems, procedures, and policies, and assists in the management of daily departmental operations.

Essential Job Responsibilities:

  • Provides administrative assistance to supervisor in meeting management, assembles background materials, prepares agendas, ensures facility and technical support and records action items for various meetings.
  • Enhances operations of total A&D team by completing administrative tasks and expediting work results.
  • Organize G&A budget for the A&D team, maintaining various expense reports and tracking.
  • Primary coordinator for annual A&D events, including: Annual A&D Offsite, Business Development Breakfast, and NAPE related activities.
  • Greet external guests and prepare room for start of meeting.
  • Maintains departmental database and files and manages departmental records including staff vacation/sick leave reports, time reports, status forms, and other personnel reports.
  • Organizes work by reading and routing correspondence, collecting information, and initiating and responding to telecommunications.
  • Answers, responds to, and/or appropriately directs telephone calls from staff, public, and outside vendors.
  • Coordinates travel arrangements and business expense reporting for Acquisitions and Divestitures Department personnel.
  • Coordinates special projects as assigned by Senior Vice President - Acquisitions and Divestitures.
  • Assist SVP of Marketing and marketing group on various tasks:
    • Daily: Enter contracts in FileTrail, Calendar management for SVP Marketing
    • Weekly: Prepare Marketing EVP slide, Prepare hedge meeting (bi-weekly), Prepare marketing wires
    • Various: Prepare and advise SVP on department budget, Manage subscriptions, Coordinate team events
  • Supports company vision and mission.
  • Adheres to the company's values - integrity, ownership, urgency, alignment and innovation.
  • Maintains employee confidence and protects corporate assets, including intellectual property, by keeping information confidential.
  • Adheres to established work schedule, attendance standards and is punctual to work and meetings.

Other Job Responsibilities:

  • Collaborates with acquisitions department for filing and data retrieval.
  • Print and bind management presentation materials.
  • Assists with overflow work and serves as back-up as needed for other executive administrative assistants on the executive floor.
  • Other duties as assigned by management.

Qualifications:

  • Ten (10) years minimum administrative assistant experience.
  • Three (3) years' experience reporting to senior executive.
  • Ability to work flexible hours; some evenings.
  • Proven track record of managing and completing multiple projects with differing priorities.
  • Outstanding administrative and organizational skills.
  • Ability to accurately solve problems and exceptional proficiency in data management.
  • Ability to establish and maintain effective working relationships with employees, supervisors, other departments, officials, and the public.
  • Strong personal impact/professionalism.
  • Excellent communication (written and verbal) and listening skills.
  • Oil and gas industry experience preferred.
  • Private company experience preferred.
  • Proficiency in the use and application of the following software:
    • Required: Microsoft Office (Excel, Word, PowerPoint and Outlook).

Education Requirements:

  • Required: Associate's Degree from an accredited two-year university or community college with a degree in business or related field.
  • Preferred: Bachelor's Degree from an accredited four-year university or college with a degree in business, or related field.

Certifications, Licenses, Registrations:

  • Preferred: Certified Professional Secretary (CPS)
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