Executive Assistant

Professional Alternatives

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Job ID#: 13144

Executive Administrative Assistant – Downtown Houston
100% In-office role
Contract to Hire

Reports to SVP – Human Resources

Job Objective:
Provides administrative support to the Senior Vice President – Human Resources by implementing programs, procedures, and policies, and assists in the management of all company employees and departmental operations.

Essential Job Responsibilities:

  • Provide overall HR office management for the department.
  • Assist SVP of HR, HR Specialists, and the HR Team with various projects including creating and updating forms, typing correspondence and handbooks, creating spreadsheets and power point slides, and generating mass mailings as directed.
  • Organize meetings, off-site conferences, training events, and coordinate logistics (audio visuals, hotel, flights, catering, etc.)
  • Make travel arrangements for all HR department personnel and create itineraries.
  • Support the expense reporting process for HR Management Team.
  • Assist Director of Compensation and Benefits in making travel arrangements for relocating new hires.
  • Assists Director of Organization Effectiveness with 360-degree feedback program and succession planning activities as well as recording and maintaining training attendance activity and events on the company’s University website.
  • Track and reconcile P(purchase)-Card expenditures for the HR department.
  • Create and maintain various files in compliance with company policies and governmental regulations; including but not limited to benefit files, master agreement files, etc. and ensures general filing is completed on a timely basis.
  • Assist with administering the service award program and in organizing special events, i.e., picnic, ordering and distribution of picnic T-shirts, Wall of Fame, etc.
  • Prepare management reports, i.e., organizational charts, headcount, turnover, new hires/terminations, etc.
  • Coordinate, ensure accuracy, and submit information for the monthly Lifting Cost (Townhall Meeting) newsletter and Lifting Cost presentation.
  • Provide direction for completing tasks to the HR Coop student and Cristo Rey students.
  • Responsible for the distribution of HR correspondence and mail.
  • Set-up and coordinate department staff meetings including preparation of materials, monthly birthday celebration and cards, and planning various department celebrations.
  • Maintain company photo files and photo files in the performance management system.
  • Maintain office supplies, ensure maintenance of supply room office equipment, reorders business cards for HR department, inventory of company logo merchandise, and is a point of contact for parking validation.
  • Coordinates mailing of get well and sympathy cards.
  • Adheres to established work schedule, attendance standards and is punctual to work and meetings.
  • Performs job safely and participates in on-going safety efforts.
  • Adheres to the company’s values – integrity, ownership, urgency, alignment, and innovation.
  • Supports company vision and mission.
  • Adheres to established work schedule, attendance standards and is punctual to work and meetings.

Other Job Responsibilities:

  • Maintains employee confidence and protects company assets, including intellectual property, by keeping information confidential.
  • Maintains technical knowledge by attending educational workshops and reviewing professional publications, establishing personal networks, and participating in professional associations.
  • Contributes to team effort by accomplishing related results, as needed.
  • Other duties as assigned by management.


  • Minimum of 5-8 years of progressively responsible administrative experience.
  • Human Resources experience and oil and gas experience preferred. 
  • Proven track record of managing and completing multiple projects with differing priorities.
  • Ability to accurately solve problems and exceptional proficiency in data management.
  • Ability to establish and maintain effective working relationships with employees, supervisors, other departments, officials, and external contacts.
  • Strong personal impact/professionalism.
  • Excellent communication (written and verbal) and listening skills.
  • Outstanding administrative and organizational skills. Oil and gas industry experience required.
  • Private company experience preferred.
  • Proficiency in the use and application of the following software:
  • Required: Advanced Microsoft Office (Excel, Word, PowerPoint, and Outlook).
  • Preferred: Preferred: Microsoft Office Access; Workday.

Education Requirements:

  • Required: Associate’s degree from an accredited two-year university or community college with a degree in business or related field.
  • Preferred: Bachelor’s Degree from an accredited four-year university or college with a degree in business, or related field.


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