Executive Administrative Assistant

Department:

Administrative

Job Status:

Full Time

FLSA Status:

Salary Non-Exempt

Reports To:

Senior VP of Human Resources & Corporate Operations

Location:

The Woodlands, TX

Amount of Travel Required:

Between 10-20%

Work Schedule:

Monday – Friday, 8:00 AM CST – 5:00 PM CST (On-call availability required)

Positions Supervised:

None

AIP:

Level 7

POSITION SUMMARY:

Beusa Energy is seeking an Executive Administrative Assistant to join our team in The Woodlands, TX. This position offers the chance to be an integral part of a fast-paced, high-impact environment, providing critical administrative and operational support to key members of the Executive Leadership Team.

In this highly visible and impactful role, you will function as a trusted partner, ensuring seamless day-to-day operations and advancing strategic priorities. Responsibilities include managing complex calendars, coordinating meetings and events, streamlining communication processes, and overseeing essential office management functions. You will also play a key role in fostering a positive workspace culture and ensuring the efficient execution of administrative and logistical tasks.

ESSENTIAL FUNCTIONS:

(The following duties and responsibilities are all essential job functions, as defined by the ADA, except for those that begin with the word "may.")

- Takes ownership of complex calendars and schedules as well daily workflows with emphasis on task prioritization, delegation, and risk management to stay ahead of real-time problems as well as maximize efficiencies

- Works directly with Executives Staff on upholding company culture and values in the office

- Arranging travel arrangements, preparing itineraries, plan logistics, and preparing expense reports.

- Manages office communication systems and logistics including directing mail/deliveries

- Providing administrative support to Board Members as needed.

- Plans company events and business travel arrangement for executive office staff

- Performs other related duties as assigned to assist with successful operations and business continuity.

POSITION REQUIREMENTS:

- Must be legally authorized to work in the United States without the need for sponsorship.

- Must be at least 18 years of age or older.

- Successfully passes all applicable general pre-employment testing including but not limited to background check, pre-employment drug screening, pre-employment fit tests, pre-employment aptitude and/or competency assessment(s).

- Overtime may be required and in person, predictable attendance in The Woodlands, TX.

- Valid U.S. Driver’s License required. Most employment is contingent upon meeting company driving standards, including 3-year U.S. driving history and an acceptable Motor Vehicle Record (MVR) in accordance with Company policy.

EDUCATION/EXPERIENCE LEVEL

- 7+ Years of experience supporting Executive Staff, Executive Teams, or C-Level Suite (CEO, COO, CFO, CTO) - 4+ years of experience providing administrative support to a C Suite leader - 4+ years of experience coordinating travel logistics on behalf of an executive leader - 4+ years of calendar management and expense report management experience

QUALIFICATIONS, SKILLS, COMPETENCIES, AND ABILITIES

- Demonstrates the confidence to ask challenging questions necessary to achieve business objectives and executive‑driven timelines

- Proven background supporting Executive Teams or Leaders on business-critical initiatives

- Solution-driven attitude and conflict resolution experience

- Excellent writing capabilities with a high level of detail in spelling, grammar, and punctuation

- Certified Notary or willing to go through the Notary certification process

- Have advanced technological skills and digital literacy

- Be highly skilled in using Microsoft Office products (Word, Excel, SharePoint, PowerPoint, etc.)

- Have professional communication skills and the ability to communicate effectively to leadership and upper-level management

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employee works indoors in an office setting, primarily sitting for extended periods at a desk station. The role requires keyboarding and repetitive motions with wrists, hands, and fingers. Vision abilities required include close vision and the ability to adjust focus while reading and staring at a computer monitor. The Employee must speak clearly and audibly, and have the ability to hear, understand, and distinguish speech and other sounds (e.g., building alarms) from in-person speech, telephone, or remote communication. While in the office, the Employee may be called upon to stand, kneel, push, pull, reach overhead, stoop, crouch, climb, and lift; therefore, the Employee should be able to independently lift 25 lbs. No adverse environmental conditions are expected.

Work hours may include

early morning, late evenings, and weekends, depending on business necessity.

AAP /EEO STATEMENT

The Company is committed to the cause of equal employment opportunity for all employees and applicants, thus abiding by all applicable state and federal laws. Our practices regarding employment, job promotion, compensation, training, and termination do not discriminate on the basis of race, color, religious creed, age, sex, national origin, veteran's status, disability, pregnancy, genetic information, or any other legally protected status. It is expected that all employees, both management and staff, will fully support these nondiscriminatory policies.

The company has reviewed this job description to ensure essential functions and duties have been included. It is not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities.