Executive Assistant II

Specific Responsibilities

The Executive Assistant II provides highly responsive, accurate and timely administrative support to the SVP of Planning. The EA II must be collaborative and have a positive attitude, excellent work ethic and strong customer-service skills. Top candidates will take initiative, be able to work independently and within a team, consistently seek solutions, and have the ability to effectively multi-task and master new concepts and tasks quickly. Anticipating needs and showing flexibility and willingness to adapt in a fast-paced work environment are crucial to success. 

This role will be primarily responsible for the following:

• Manage the executive's calendar, scheduling meetings and tasks, and ensuring the executive is set up for success.
• Coordinate global business travel arrangements in alignment with company travel policy.
• Prepare itineraries and agendas including hotel and ground transportation.
• Provide administrative assistance to include development of presentations and written correspondence.
• May prepare or review presentation materials for executive meetings and external events.
• Organize and facilitate meetings, including scheduling on-site rooms or video conferences, sending reminders, and organizing catering when necessary.
• Coordinate with vendors and partners, booking locations, and coordinating invitations for events such as meetings, conferences, or trips.
• Greet company management teams and any external visitors.
• Monitor meeting start times to ensure timely attendance of executive and other staff.
• Maintain weekly meeting agendas and presentation materials to ensure it is the most current.
• Responsible for keeping floor conference rooms organized and uncluttered.
• Work closely with other Executive Assistants and others to coordinate schedules.
• Perform general duties to include photocopying, faxing, mailing, and filing.
• Distribution of incoming/outgoing mail and packages.
• Order, manage and organize office supplies as needed.
• Process departmental expense reports accurately and timely; assist with coding and routing of invoices.
• Responsible for administrative budget and tracking within DataNow.
• Manage relationships with vendors, including setting up new vendors, processing invoices, tracking expenses and ensuring departmental bills are paid.
• Maintaining comprehensive and accurate electronic records including managing Outlook distribution lists and electronic files in SharePoint.
• Coordinate department office moves, or initial setup (new hires/transfers/contractors) as needed.
• Provide support to other team members within the department.
• Special project coordination as needed.

Qualifications & Experience

The successful candidate will have the following qualifications and experience:

• 5+ years of professional/business experience.
• Prior administrative experience is a plus.
• High School Diploma or equivalent required, Associates or Bachelor’s degree preferred.
• Must be highly proficient in Microsoft Word, PowerPoint, Excel, Outlook, Teams, and SharePoint
• Strong skills in the areas of scheduling, communication, attention to detail, organization, initiative, and independent problem solving
• Ability to communicate clearly and professionally using excellent verbal and written communication skills 
• Organizational and time-management skills
• Ability to multitask and prioritize daily workload
• Strong interpersonal skills, able to work as part of a team environment.
• Strong problem-solving skills and high attention to detail
• Comfortable with routinely shifting demands
• Demonstrated ability to work independently with minimum supervision using self-initiative and discretion.
• Ability to handle confidential and sensitive information and situations with the highest degree of integrity

Competencies

The successful candidate should demonstrate and exhibit the following core competencies:

• Communication: Writes, speaks, and presents information effectively and persuasively across communication setting;
• Results: Pursues work with energy, drive, and results orientation to positively impact Apache's business success;
• Collaboration: Works in partnership with others and encourages different perspectives, while building and maintaining trust; and
• Culture: Willingness and ability to align one's behavior with the needs, priorities, and goals of Apache.

Company Overview

Our primary product is energy, and where there is affordable, abundant energy, people are given greater opportunities to elevate their families to higher standards of living. W