Executive Assistant

Company Profile

Oceaneering Space Systems (OSS) develops, integrates, and applies new and innovative technologies to meet the challenges of working in space and other harsh environments. We are ideally positioned to meet the growing needs of NASA and the expanding commercial and Department of Defense (DOD) markets.

Oceaneering Aerospace and Defense Technologies (AdTech) delivers solutions that enable humans to work safely and effectively in harsh environments – from underwater to the outer reaches of space. Our innovative solutions support the development and application of practical, cost-effective systems that meet our customers’ challenges – from routine to extreme. Our experience and expertise across multiple industries uniquely positions us as a leader in the government, space, and maritime services markets. Our products and services meet the rigorous demands of the complex environments in which they operate, delivering results without compromising safety or reliability.

Oceaneering is a global provider of engineered services and products, primarily to the offshore energy industry. We develop products and services for use throughout the lifecycle of an offshore oilfield, from drilling to decommissioning. We operate the world's premier fleet of work class ROVs. Additionally, we are a leader in offshore oilfield maintenance services, umbilicals, subsea hardware, and tooling. We also use applied technology expertise to serve the defense, entertainment, material handling, aerospace, science, and renewable energy industries.

We are seeking a highly experienced and polished Executive Assistant to provide comprehensive administrative support to the Vice President / General Manager of our Space Systems division. This role functions as a trusted partner, managing day-to-day operations, high-level communications, and cross-functional coordination. The ideal candidate is proactive, discreet, and thrives in a fast-paced, executive-level environment.

- Act as a strategic gatekeeper for incoming requests. Prioritize and delegate work, only escalating in rare circumstances.

- Manage a dynamic calendar, ensuring that the executive's priorities are achieved, and that the VP/GM is prepared for all meetings.

- Coordinate travel logistics, including coordinating with internal teams to deliver detailed itineraries and briefing materials.

- Develop and maintain efficient systems for tracking priorities, Key Performance Indicators, deliverables, and follow-ups to ensure flawless execution across the VP/GM’s scope of work.

- Compose, refine, and manage professional communications, presentations, and correspondence for internal and external audiences.

- Build trusted relationships with internal teams and external partners, serving as a consistent point of coordination and professionalism.

- Anticipate executive needs and proactively create workflows and priorities.

- Manage highly confidential information including personnel, financial, and strategic planning documents.

- Prepare executive-level briefings, create and update dashboards, and draft summaries for executive meetings and leadership reviews.

- Update and manage integrated floor plans and organizational charts at the division level.

Additional

- Provide backup support to OSS Administrative Assistants and Receptionist as needed.

- Assist with growth strategy efforts as needed, including conference planning, proposal efforts, etc.

- Perform special projects and other duties as assigned by the VP/GM.

Qualifications

REQUIRED:

- 7 years of progressive experience in administrative and executive support functions, with strong emphasis on strategy support and executive time management.

- Demonstrated ability to independently make decisions and take actions on behalf of executive leadership during dynamic periods.

- Strong command of Microsoft Office Suite, particularly Outlook and Teams. Experience using Outlook as a delegate and Teams to track and status projects/tasks.

- Exceptional organizational and analytical skills, with a track record of balancing multiple complex priorities.

- Strong written and verbal communication abilities with impeccable attention to detail.

- Excellent organizational skills with an ability to think proactively and independently prioritize work.

- Experience working with an enterprise resource planning (ERP) system, such as Deltek Cost Point and CRMs.

Desired

- Strong project management skills with the ability to lead or coordinate cross-functional initiatives.

- Ability to draft executive-level correspondence, speeches, and internal communications.

- High emotional intelligence and executive presence; able to represent leadership with professionalism and poise.

- Certified Administrative Professional (CAP) or similar credential is a plus.

- Degree or business coursework is a plus.

Additional Information

PAY, BENEFITS AND WORK SCHEDULE:

We offer a comprehensive and competitive benefits package. Employee benefits vary by role, however, may include Health and Wellness, Mental Health, Retirement Savings, Life and Disability, Paid Maternity and Parental Leave, Paid Time Off, Tuition Reimbursement, and an Employee Assistance Program.

All qualified candidates will receive consideration for all positions without regard to race, color, age, religion, sex (including pregnancy), sexual orientation, gender identity, national origin, veteran status, disability, genetic information, or other non-merit factors.

Regular full-time employees who apply will be considered along with external candidates. Employees with less than six months with their current position are not eligible to apply for job postings. Please discuss your interest in the position with your current manager/supervisor prior to submitting your completed application. It is highly recommended to apply through the PeopleSoft or Oceanet portals.