Executive Administrative Assistant

Overview:

This Executive Administrative Assistant reports directly to the Superintendent of Operations and serves as a key administrative and coordination partner to both the Superintendent and the broader leadership team. Success in this role requires a high level of independence, sound judgment, initiative, and professionalism. The ideal candidate demonstrates exceptional accuracy, adaptability in a fast‑moving environment, and unwavering discretion and confidentiality in handling sensitive information.

Responsibilities:

- Manage the Superintendent’s calendar, including scheduling, prioritizing, and coordinating meetings and engagements.

- Coordinate travel arrangements and related logistics.

- Oversee expense tracking and reporting with a high degree of accuracy and timeliness.

- Provide comprehensive administrative support to the Superintendent and leadership team as needed.

- Monitor deadlines and ensure timely completion of requests, deliverables, and action items.

- Maintain strong communication and collaboration with internal leaders, support staff, and external partners.

- Build and maintain effective working relationships across Chevron and with external organizations.

- Utilize digital tools and applications—including Teams, Copilot, Power BI, Outlook, Word, Excel, and PowerPoint—to complete tasks efficiently, while maintaining a growth mindset toward learning new technologies and Chevron IT systems.

- Coordinate office moves and manage on‑boarding and off‑boarding activities for employees.

- Organize meeting logistics such as scheduling, catering, conference/video call setup, room preparation, and visitor badge processing.

- Maintain appropriate PPE inventory levels and serve as the primary contact for uniform rentals and winter‑weather PPE procurement.

- Provide local support for payroll and vehicle fleet management, including weekly checks of spares and pool vehicles, coordinating maintenance with local shops, tracking fleet activity, and managing spare keys.

- Execute procurement activities, including purchase card transactions, GEP SMART service requisitions, invoice processing, and land‑use payments.

- Maintain proper record storage and ensure compliance with record retention requirements; travel to field offices and the Hobbs office as needed to provide backup support for other office assistants.

- Manage SharePoint sites, central repositories, distribution lists, and communication channels to ensure information is organized and accessible.

Qualifications:

- Minimum of three years of secretarial or administrative support experience.

- High school diploma or equivalent required.

- Proficiency in the Microsoft Office Suite, with strong skills in Outlook, Word, Excel, and PowerPoint.

- Demonstrated growth mindset and willingness to learn new digital tools, software platforms, and Chevron IT applications.

- Valid driver’s license.

- Exceptional organizational and communication skills.

- Strong ability to prioritize tasks, manage deadlines, and consistently produce high‑quality work.

- Proven professionalism, discretion, and the ability to influence and support others effectively.

- Ability to build strong, collaborative relationships with team members and stakeholders.

- Self‑directed, highly dependable, and capable of working independently with minimal supervision.

- Must be able to meet all conditional job offer requirements including background, drug test (hair follicle), agility and fit for duty.