Executive Assistant

Summary

Executive Assistant position reporting to the Senior Vice President and General Counsel of the company’s legal department in a small offshore-focused midstream company.

7+ years of experience of working in a corporate environment at the C-suite level plus experience working with a board of directors is a must. Prior experience in a legal department and energy company is preferred. Must maintain confidential information with utmost discretion and professionalism.

This position mainly supports the Company’s small legal department, the company’s CEO, and four additional members of the management team as needed, as well as assisting staff with miscellaneous requests.

To be successful in this role, you should be well-organized, have great time management skills and be able to act with minimal guidance

Responsibilities

Legal department support: Processing legal invoices in Legal Tracker software, legal invoice end of month reporting, end-of-year invoice accrual reporting, entity management, maintain entity org chart, maintaining electronic legal files, collecting e-signatures on legal documents, notarizing documents, direct involvement with all outside legal firms and billing personnel.

Executive Level: Calendar board and committee meetings, arrange for board dinner, catering for breakfast and lunch; organize and manage logistics for meetings and expense reporting.

General administrative responsibilities: Schedule and arrange meetings, arrange food catering for meetings, assist/make arrangements for company events and functions, schedule conference rooms, special projects as defined.

­­­­­­­­­­­­­­­­­­­Working Conditions

The Company, located in downtown Houston, works a hybrid schedule: Tuesday and Thursdays in the office; remote the other three days of the week.

• Occasional evenings, weekends, and additional workdays at the Houston office as necessary.
• Occasional lifting up to 10 pounds.
• Full range of benefits – health and welfare, 401k, PTO, phone allowance and gym reimbursement.
• Free garage parking or bus pass subsidy.
  
  

Education and Qualifications

• 7+ years of experience of working in a corporate environment at the C-suite level.
• Experience working with a Board of Directors is required.
• Prior legal department and energy experience is preferred.
• Must be flexible with changing needs and priorities.
• Excellent organizational, problem-solving, research, documentation, and time-management skills are a must.
• Interpersonal, verbal and written communication skills.
• Strong work ethic to maintain confidential information with utmost discretion and professionalism.
• Proficient in Microsoft suite (Word, Excel, PowerPoint, SharePoint).
• Working knowledge of Visio, Legal Tracker, Diligent Boards, Diligent Entities is helpful; can learn on the job.
• A high school diploma or equivalent required; a college degree is preferred.
• Must have legal authorization to work in the US on a full-time basis. Ability to read, write and speak English fluently is a must.