EXECUTIVE ASSISTANT / ADMINISTRATOR

ABOUT CIP PERMIAN

CIP Permian is a rapidly growing, high-performance service company in the oil and gas industry, specializing in chemical treatment programs for Saltwater Disposal (SWD) facilities, produced water systems, pipeline infrastructure, production locations, and advanced treatment technologies.

CIP Permian partners with customers across the Permian Basin to deliver:

- High-quality chemical programs for SWDs and production

- 24/7 field support and emergency response

- Site optimization, chemical program audits, and technical expertise

- New technology rollouts including automation, AI-assisted monitoring, and advanced treatment processes

We operate with a high standard of integrity, execution, and customer service. As CIP grows its operational footprint and affiliated business entities, the Executive Assistant / Administrator will play a mission-critical role in ensuring the C-Suite stays organized, aligned, and able to scale effectively.

ROLE PURPOSE

The Executive Assistant / Administrator serves as the organizational backbone for the CIP Permian C-Suite. This individual supports executive operations, HR onboarding, compliance documentation, financial administration, and day-to-day workflows across CIP Permian and various affiliated entities.

This role requires exceptional organization, confidentiality, communication, and a solutions-driven mindset. The ideal candidate thrives in a fast-paced, entrepreneurial environment and plays a key part in enabling CIP’s continued growth.

KEY RESPONSIBILITIES1. Executive Support (Primary Focus)

- Serve as the direct administrative partner for the CIP Permian C-Suite.

- Manage calendars, priorities, travel schedules, meetings, and deliverables.

- Support communication workflows between leadership, customers, and vendors.

- Ensure executives are prepared with all required materials for meetings and reviews.

- Maintain strict confidentiality with personnel, financial, and strategic information.

- Assist with preparation and execution of executive meetings, including:

- Board discussions

- Leadership summits

- Customer executive reviews

- Operational planning sessions

HR & Onboarding Support HR & Benefits Support

- Maintain employee files for CIP Permian and affiliated entities.

- Support benefits enrollment windows and employee communication.

- Track safety, training, and CIP University completion.

- Prepare welcome packets and onboarding schedules.

Onboarding Coordination

- Enter new hires into HRIS and benefit systems.

- Schedule Day 1 onboarding and training sessions.

- Assist with policy acknowledgments and documentation.

- Coordinate with IT, Operations, and Fleet for equipment and system setup.

Required Documents

- I-9, W-4, tax forms

- Handbook acknowledgment

- Safety orientation documentation

- CIP Standard acknowledgment

Benefits Administration

- Assist with enrollment updates, employee questions, and benefit changes.

- Coordinate additions/removals during hiring and terminations.

- Maintain accurate benefit records for audits and compliance.

Compliance & Documentation Management

- Maintain digital and physical personnel files for CIP Permian and affiliated entities.

- Track safety and training compliance, including:

- H2S certifications

- Fit tests

- Safety scorecards

- Driver scorecards

- CIP University modules

- Enforce compliance deadlines and file required documentation.

Employee Experience & Culture Support

- Assist with planning and executing company events, including:

- CIP Christmas Party

- Leadership offsites

- Safety days

- Training days

- Company BBQs and celebrations

- Support recognition programs:

- Birthdays and work anniversaries

- Monthly “CIP Standard” awards

- Team wins and milestones

- Manage employee survey logistics and compile results.

HR Reporting & Tracking

- Maintain headcount and turnover records.

- Update organizational charts for CIP Permian and affiliated entities.

- Prepare reports for onboarding, compliance, and training status.

- Support HR-related audit requests.

Termination & Offboarding Support

- Prepare offboarding packets and track return of company property.

- Coordinate removal from benefits and payroll systems.

- Support COBRA notifications and termination documentation.

- Handle confidential terminations discreetly and professionally.

Support for Affiliated Business Entities

- Maintain personnel files, compliance documents, and internal records.

- Track contracts, business filings, and recurring documentation.

- Assist with scanning, organizing, and managing sensitive documents.

Light Bookkeeping & Financial Administration

- Manage expenses, mail, invoicing, and office documentation.

- Enter and code Ramp charges into QuickBooks.

- Assist with weekly and monthly financial reporting.

- Support financial workflows for affiliated business entities (mail, filing, scanning).

Office & Operations Administration

- Maintain the Ft. Worth office: supplies, mail, vendors, and organization.

- Coordinate travel bookings for executives and field staff.

- Support recurring leadership calls, weekly meetings, and offsite coordination.

- Assist the COO and CFO with special projects, operational initiatives, and priorities.

QUALIFICATIONS & SKILLSRequired

- 3–7 years of experience supporting executives or senior leaders.

- Exceptional organizational, interpersonal, and communication skills.

- Strong proficiency in Microsoft Office and digital workflow tools.

- Experience with QuickBooks and/or Ramp.

- High professionalism and discretion.

- Ability to operate in a fast-paced, high-expectation environment.

- Self-starter with strong follow-through and problem-solving skills.

Preferred

- Experience with HRIS or onboarding systems.

- Prior experience supporting multi-entity operations.

- Background supporting executives in oil & gas or high-growth companies.

CIP CULTURE & FIT

The ideal candidate embodies the CIP Standard:

- Integrity

- Team-Before-Self mindset

- Positive, solutions-oriented attitude

- A+ communication and responsiveness

- Service excellence and professionalism

This role is for someone who thrives on keeping leaders organized, ensuring operational discipline, and enabling CIP Permian and its affiliated business entities to continue scaling with excellence.

Job Type: Full-time

Pay: $60,000.00 - $70,000.00 per year

Benefits:

- 401(k) matching

- Dental insurance

- Health insurance

- Health savings account

- Life insurance

- Vision insurance

Work Location: In person