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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