Executive Administrative Assistant

Overview

This Executive Administrative Assistant reports directly to the Superintendent of Operations and serves as a key administrative and coordination partner to both the Superintendent and the broader leadership team. Success in this role requires a high level of independence, sound judgment, initiative, and professionalism. The ideal candidate demonstrates exceptional accuracy, adaptability in a fast‑moving environment, and unwavering discretion and confidentiality in handling sensitive information.

Responsibilities

• Manage the Superintendent’s calendar, including scheduling, prioritizing, and coordinating meetings and engagements.

• Coordinate travel arrangements and related logistics.

• Oversee expense tracking and reporting with a high degree of accuracy and timeliness.

• Provide comprehensive administrative support to the Superintendent and leadership team as needed.

• Monitor deadlines and ensure timely completion of requests, deliverables, and action items.

• Maintain strong communication and collaboration with internal leaders, support staff, and external partners.

• Build and maintain effective working relationships across Chevron and with external organizations.

• Utilize digital tools and applications—including Teams, Copilot, Power BI, Outlook, Word, Excel, and PowerPoint—to complete tasks efficiently, while maintaining a growth mindset toward learning new technologies and Chevron IT systems.

• Coordinate office moves and manage on‑boarding and off‑boarding activities for employees.

• Organize meeting logistics such as scheduling, catering, conference/video call setup, room preparation, and visitor badge processing.

• Maintain appropriate PPE inventory levels and serve as the primary contact for uniform rentals and winter‑weather PPE procurement.

• Provide local support for payroll and vehicle fleet management, including weekly checks of spares and pool vehicles, coordinating maintenance with local shops, tracking fleet activity, and managing spare keys.

• Execute procurement activities, including purchase card transactions, GEP SMART service requisitions, invoice processing, and land‑use payments.

• Maintain proper record storage and ensure compliance with record retention requirements; travel to field offices and the Hobbs office as needed to provide backup support for other office assistants.

• Manage SharePoint sites, central repositories, distribution lists, and communication channels to ensure information is organized and accessible.

Qualifications

• Minimum of three years of secretarial or administrative support experience.
• High school diploma or equivalent required.

• Proficiency in the Microsoft Office Suite, with strong skills in Outlook, Word, Excel, and PowerPoint.

• Demonstrated growth mindset and willingness to learn new digital tools, software platforms, and Chevron IT applications.

• Valid driver’s license.

• Exceptional organizational and communication skills.

• Strong ability to prioritize tasks, manage deadlines, and consistently produce high‑quality work.

• Proven professionalism, discretion, and the ability to influence and support others effectively.

• Ability to build strong, collaborative relationships with team members and stakeholders.

• Self‑directed, highly dependable, and capable of working independently with minimal supervision.

• Must be able to meet all conditional job offer requirements including background, drug test (hair follicle), agility and fit for duty.