Executive Assistant
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Job Location:
San Antonio, TX - USA
Monthly Salary:
Not Disclosed
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Job Summary
Job Summary:
The Executive Assistant serves as a critical support to the Chairman & CEO providing high level administrative operational and organizational support. This role requires exceptional judgement strong business acumen and the ability to navigate a fast-paced mission driven environment with confidence and discretion. This individual approaches every opportunity and responsibility with care intention and a deep sense of stewardship for the priorities of the Chairman and CEO.
In addition to professional responsibilities this role thoughtfully integrates personal and wholeâlife support recognizing that the effectiveness of the Chairman & CEO is shaped by the seamless coordination of both professional and personal priorities. The Executive Assistant serves as a trusted partner in managing the full scope of commitments enabling focus balance and sustained leadership impact.
The ideal candidate excels in executive-level administrative support and brings a proactive mindset outstanding operational discipline and a genuine commitment to learning and continuous improvement. They anticipate needs solve problems before they surface and help drive clarity alignment and momentum across the executive office. With a steady presence and a positive professional demeanor the Executive Assistant enhances the effectiveness of the executive team and contributes meaningfully to HEPs culture of excellence.
Duties/Responsibilities:
Executive Support & Coordination
- Manages and oversees complex scheduling for internal and external meetings events and high-stakes engagements ensuring seamless coordination across all stakeholders.
- Leads the planning and execution of executive travel both domestic and international including logistics documentation preferred vendor negotiations and contingency planning.
- Supports coordination of executive engagements meetings and external commitments by ensuring communication scheduling and logistics are aligned with the Chairman & CEOs priorities.
- Manages all scheduling for the Board of Directors activities including comprehensive travel arrangements materials communication and technology coordination related to the Chairman & CEOs participation and communication.
- Composes and prepare high-quality complex correspondence meeting materials (agendas meeting notes etc.) briefing documents and reports with minimal supervision.
- Coordinates communication and scheduling related to external board participation civic engagements and external commitments on behalf of the Chairman & CEO.
Integrated Support
- Provides integrated personal assistant support that enables the Chairman and CEO to effectively manage the full scope of professional and personal responsibilities.
- Coordinates personal scheduling logistics and priorities with the same discretion precision and care applied to executive and business matters.
- Supports personal travel planning and logistics ensuring seamless coordination with professional commitments.
- Coordinates administrative matters related to personal properties and operations including vendor communication scheduling documentation and service coordination.
Financial Vendor & Administrative Coordination
- Coordinates with vendors service providers and internal teams regarding invoicing billing and administrative documentation related to executive and approved personal matters.
- Assists with tracking and organizing expenses payments and financial documentation in coordination with accounting resources.
- Maintains organized records and documentation to support efficient financial and administrative workflows.
Executive Judgement & Prioritization
- Determines and prioritizes tasks that optimize the Chairman and CEOs time including support across professional civic and philanthropic obligations.
- Serves as a trusted advisor in managing information flow exercising discretion confidentiality and sound judgement at all times.
- Proactively identify issues propose solutions and independently resolve challenges before they impact executive operations.
- Serves as a culture-carrier for professionalism alignment proactive communication and dependable follow-through.
- Executes high-accuracy administrative tasks with strong attention to detail speed and quality control.
Information Flow & Executive Alignment
- Manages incoming information requests and communications to ensure the Chairman & CEOs attention remains focused on highest-priority matters.
- Organizes filters and elevates critical information to support timely decision-making and effective engagement.
- Maintains awareness of ongoing commitments across business board civic and personal responsibilities to ensure continuity and follow-through.
- Partners closely with executive assistants and administrative professionals both internally and across external organizations to ensure alignment and seamless coordination across executive priorities.
- Builds and maintains strong professional relationships with executive assistants supporting external partners board members and key stakeholders to support efficient communication scheduling and engagement.
Required Skills/Abilities:
- Motivated self-directed and able to work with minimal direct supervision while managing sensitive complex priorities.
- Knowledge of clerical and administrative procedures business principles and practices and standard office equipment.
- Willingness and ability to be accessible as needed to support the full scope of the Chairman and CEOs responsibilities including evenings weekends and travel related demands.
- Strong work ethic and highly collaborative team player.
- High degree of professionalism emotional intelligence and confidentiality.
- Exceptional written and verbal communication skills.
- Strong business judgement decision-making and analytical abilities.
- Ability to build trust quickly with senior leaders Board members external partners and team members across the organization.
- Outstanding organizational skills with the proven ability to manage multiple competing priorities.
- Consistently demonstrates steadiness discretion and a service oriented approach.
- Anticipatory mindset with strong forecasting abilities for calendars meetings and executive needs.
- Demonstrated ability to streamline process problem-solve quickly and improve workflow efficiency.
Education and Experience:
- High school diploma or equivalent required; associate or bachelors degree preferred; equivalent experience considered.
- Bilingual (Spanish) preferred.
- 7 years of progressive experience supporting C-suite executives including CEOs COOs or comparable senior leadership.
- Proficient in Microsoft Office Suite QuickBooks and related administrative software.
Certifications:
- None required
Physical Demands and Hazards for Office Employees:
This position requires prolonged periods of sitting frequent computer use occasional lifting of office supplies and may involve travel.
Howard Energy Partners is an equal opportunity employer. If you need additional information have questions or need accommodations please reach out to the Human Resources department at
Required Experience:
IC
