Executive Administrative Assistant

Location: Houston, TX (1400 Smith Street – 49th Floor)
Schedule: Onsite, Monday–Friday | 7:00 AM – 4:00 PM
Duration: Contract
Industry: Oil & Gas / Energy
RATE: $35/HR

Position Summary

We are seeking an experienced Administrative Assistant IV to provide executive-level administrative and operational support in a highly visible corporate office environment. This position supports senior executives and executive assistants while helping manage daily operations on an executive floor. The ideal candidate will have extensive C-Suite support experience within a large corporate organization, exceptional organizational skills, and the professionalism required to work with confidential information and executive leadership.

Key Responsibilities

• Provide executive-level administrative support for senior leadership and executive assistants.
• Manage conference room scheduling and daily floor operations.
• Control access to the secured executive floor and oversee the visitor management system.
• Ensure compliance with enhanced security protocols.
• Maintain executive common areas, conference rooms, kitchen/refrigerator areas, and overall executive floor readiness.
• Coordinate mail distribution and submit facility maintenance requests.
• Maintain executive floor plans and distribution lists.
• Provide backup support for executive assistants, including coverage for executive leadership desks.
• Coordinate executive meetings, events, catering, and logistics.
• Assist with emergency preparedness activities and building safety procedures.
• Provide basic troubleshooting for conference room audiovisual equipment.
• Coordinate with vendors for catering, facilities, and maintenance services.
• Perform additional administrative duties as assigned.

Required Qualifications

• Minimum 8–10 years of executive administrative or executive assistant experience.
• Experience supporting C-Suite executives within a large corporate environment.
• Professional executive presence with excellent verbal and written communication skills.
• Strong organizational, planning, and multitasking abilities.
• High degree of discretion handling confidential and sensitive information.
• Advanced Microsoft Office skills (Word, Excel, Outlook, PowerPoint, Teams).
• Experience with visitor management systems.
• Ability to work independently in a fast-paced executive office environment.

Preferred Qualifications

• Experience supporting executives in the Oil & Gas or Energy industry.
• Experience using or willingness to learn Microsoft Copilot (AI).
• Experience supporting executive-level meetings and corporate events.
• Familiarity with executive office security protocols.
• Basic conference room AV troubleshooting experience.

Desired Traits

• Professional executive presence
• Customer-service oriented
• Proactive and dependable
• High integrity and discretion
• Strong judgment and communication skills
• Comfortable supporting multiple executives
• Adaptable and collaborative
• Willing to learn new technologies and AI tools
• Knows when to escalate issues appropriately