Executive Assistant

Fundamental Objectives: Under the general direction of upper level management, the Executive Assistant is responsible for managing a department, administrative duties and reporting to executives.

Essential Functions of the Job:

  • Coordinates schedules, travel itineraries, correspondence, answering phones, taking messages. 
  • Updates and keeps current relevant company information
  • Prepare reports, memos, correspondence, analyses and documents using word processing, spreadsheet, database, or presentation software
  • Read incoming memos, submissions, and reports to determine their significance and plan their distribution
  • Open, sort, and distribute incoming correspondence, including faxes
  • Answer phones, greet, and interact with external individuals and vendors
  • This position is responsible for all data entry into the Compliance Database; this includes but is not limited to, implementation, data input, updates, maintenance, scheduling, and reporting
  • This position coordinates meetings with executives in the company and will work with other administrative staff to do so
  • This position will be assigned regular special projects that may require Excel and Microsoft Word skill sets and may also help in more complex permitting projects
  • Responsible for coding invoices in an error free manner
  • Initiate and/ or maintain contact with company personnel and at times vendors regarding invoice clarification
  • Track company-wide external spending on regulatory compliance and permitting costs in an order excel file
  • Track/input company-wide regulatory infractions and settlements in excel or database system
  • Complete projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; and making adjustments to plans
  • File and maintain corporate documents, records, and reports
  • Prepare executives for all internal and external meetings
  • Support other Administrative Assistants with day-to-day administrative help and general office duties as needed including but not limited to ordering supplies, maintaining records management database systems, and performing basic bookkeeping work
  • Attend meetings to record minutes
  • Prepare invoices, reports, memos, letters, financial statements, and other documents
  • Performs other related duties as assigned
  • Support other members of team

Minimum Qualifications


  • A.A. degree in Business Administration or related field. Additional experience may be substituted for education on a year for year basis.


  • Three (3) to four (4) years as an Administrative Assistant
  • Experience in Oil and Gas Industries preferred
  • Regulatory experience preferred

Skills/Knowledge/Ability of:

  • Strong verbal communication; bias to use verbally communicate (versus email)
  • Excellent time management and organizational skills
  • Strong written communication skills
  • Ability to travel as needed to perform job duties
  • Strong MS Word processing and Excel spreadsheet software skills
  • Able to locate regulatory information on the internet.
  • Utilize computer, computer equipment, and other standard business machines effectively
  • Ability to execute proper telephone procedures
  • Proper grammar, punctuation, and spelling in business letter writing and report preparation
  • Good organizational methods and procedures
  • Methods and techniques of record keeping and records management
  • Establish and maintain effective working relationships with those contacted in the course of work
  • Ability to comprehend instructions as given by the supervisor as well as being able to work independently in the absence of the supervisor

Other Requirements:

  • Possession of a valid California Driver’s License, State automobile insurance, and acceptable driving record substantiated by a DMV printout.
  • Completion of a substance abuse screening upon offer of employment.
PLEASE APPLY & UPLOAD RESUME USING THIS LINK: https://loxo.co/job/167756
Experience :
3-5 years
Wage :
Job Location :
Creation date :