Executive Assistant

Job Summary

The Executive Assistant provides high-level administrative and operational support to the VP of Market Development, Central & West Region. This role is responsible for managing priorities, coordinating complex schedules and meetings, preparing materials, and ensuring effective follow-through across key activities and stakeholders.

The ideal candidate is highly organized, proactive, and comfortable working in a fast-paced environment with competing priorities. This individual will serve as a trusted partner to the VP, helping create structure, anticipate needs, and ensure day-to-day activities run efficiently.

Key Responsibilities

Executive Support

• Manage a complex calendar, including scheduling, prioritization, and coordination of meetings and commitments
• Anticipate scheduling conflicts and proactively adjust priorities as needed
• Coordinate travel arrangements, itineraries, and related logistics
• Prepare meeting agendas, briefing materials, presentations, and other supporting documents
• Track key decisions, commitments, and action items to ensure timely follow-through
• Manage and prioritize incoming requests, communications, and other demands on the VP’s time
• Handle sensitive and confidential information with a high level of discretion and professionalism

Meeting & Stakeholder Coordination

• Coordinate internal and external meetings involving senior leaders and key stakeholders
• Support meeting preparation by gathering materials, consolidating information, and ensuring the VP is prepared for key discussions
• Communicate with internal and external stakeholders on behalf of the VP as appropriate
• Serve as a central point of coordination across teams to help maintain alignment on priorities, meetings, and deliverables
• Build strong working relationships across the organization to facilitate effective communication and coordination

Operational & Administrative Support

• Maintain organizational tools, trackers, files, and other documentation to support the VP and broader team
• Assist with expense reporting, purchasing, budget tracking, and other administrative processes as needed
• Support planning and coordination of team meetings, leadership sessions, events, and other business activities
• Identify opportunities to improve administrative processes and overall efficiency
• Provide support for special projects and other business priorities as needed

Minimum Qualifications

• Bachelor’s degree or equivalent combination of education and experience
• 8+ years of executive administrative or related professional experience
• Experience supporting senior leaders in a complex, fast-paced organization
• Strong proficiency with Microsoft Office applications, including Outlook, PowerPoint, Word, Excel, and Teams
• Demonstrated experience managing multiple priorities and coordinating across stakeholders

Preferred Qualifications

• Experience supporting VP-level or senior executives
• Experience working within a large, matrixed organization
• Experience coordinating complex calendars, executive travel, meetings, and events
• Experience preparing executive-level presentations, reports, and meeting materials
• Familiarity with the energy industry or other complex business environments

Key Skills

• Exceptional organizational and time-management skills
• Strong judgment and ability to anticipate executive needs
• Ability to manage competing priorities with a high degree of independence
• Strong written and verbal communication skills
• High attention to detail and consistent follow-through
• Strong interpersonal and stakeholder-management skills
• Ability to operate effectively in a fast-paced and evolving environment
• Sound judgment, discretion, and professionalism when handling confidential or sensitive information