Job Summary:

The Executive Assistant serves as a critical support to the Chairman & CEO providing high level administrative, operational, and organizational support. This role requires exceptional judgement, strong business acumen, and the ability to navigate a fast-paced, mission driven environment with confidence and discretion. This individual approaches every opportunity and responsibility with care, intention, and a deep sense of stewardship for the priorities of the Chairman and CEO.

In addition to professional responsibilities, this role thoughtfully integrates personal and whole‑life support, recognizing that the effectiveness of the Chairman & CEO is shaped by the seamless coordination of both professional and personal priorities. The Executive Assistant serves as a trusted partner in managing the full scope of commitments, enabling focus, balance, and sustained leadership impact.

The ideal candidate excels in executive-level administrative support and brings a proactive mindset, outstanding operational discipline, and a genuine commitment to learning and continuous improvement. They anticipate needs, solve problems before they surface, and help drive clarity, alignment, and momentum across the executive office. With a steady presence and a positive, professional demeanor, the Executive Assistant enhances the effectiveness of the executive team and contributes meaningfully to HEP’s culture of excellence.

Duties/Responsibilities:

Executive Support & Coordination

• Manages and oversees complex scheduling for internal and external meetings, events, and high-stakes engagements, ensuring seamless coordination across all stakeholders.
• Leads the planning and execution of executive travel both domestic and international including logistics, documentation, preferred vendor negotiations, and contingency planning.
• Supports coordination of executive engagements, meetings, and external commitments by ensuring communication, scheduling, and logistics are aligned with the Chairman & CEO’s priorities.
• Manages all scheduling for the Board of Directors activities, including comprehensive travel arrangements, materials, communication, and technology coordination related to the Chairman & CEO’s participation and communication.
• Composes and prepare high-quality complex correspondence, meeting materials (agendas, meeting notes, etc.), briefing documents, and reports with minimal supervision.
• Coordinates communication and scheduling related to external board participation, civic engagements, and external commitments on behalf of the Chairman & CEO.

Integrated Support

• Provides integrated personal assistant support that enables the Chairman and CEO to effectively manage the full scope of professional and personal responsibilities.
• Coordinates personal scheduling, logistics, and priorities with the same discretion, precision, and care applied to executive and business matters.
• Supports personal travel planning and logistics, ensuring seamless coordination with professional commitments.
• Coordinates administrative matters related to personal properties and operations, including vendor communication, scheduling, documentation, and service coordination.

Financial, Vendor & Administrative Coordination

• Coordinates with vendors, service providers, and internal teams regarding invoicing, billing, and administrative documentation related to executive and approved personal matters.
• Assists with tracking and organizing expenses, payments, and financial documentation in coordination with accounting resources.
• Maintains organized records and documentation to support efficient financial and administrative workflows.

Executive Judgement & Prioritization

• Determines and prioritizes tasks that optimize the Chairman and CEO’s time, including support across professional, civic, and philanthropic obligations.
• Serves as a trusted advisor in managing information flow, exercising discretion, confidentiality, and sound judgement at all times.
• Proactively identify issues, propose solutions, and independently resolve challenges before they impact executive operations.
• Serves as a culture-carrier for professionalism, alignment, proactive communication and dependable follow-through.
• Executes high-accuracy administrative tasks, with strong attention to detail, speed, and quality control.

Information Flow & Executive Alignment

• Manages incoming information, requests, and communications to ensure the Chairman & CEO’s attention remains focused on highest-priority matters.
• Organizes, filters, and elevates critical information to support timely decision-making and effective engagement.
• Maintains awareness of ongoing commitments across business, board, civic, and personal responsibilities to ensure continuity and follow-through.
• Partners closely with executive assistants and administrative professionals both internally and across external organizations to ensure alignment and seamless coordination across executive priorities.
• Builds and maintains strong, professional relationships with executive assistants supporting external partners, board members, and key stakeholders to support efficient communication, scheduling, and engagement.

Required Skills/Abilities:

• Motivated, self-directed, and able to work with minimal direct supervision while managing sensitive, complex priorities.
• Knowledge of clerical and administrative procedures, business principles and practices, and standard office equipment.
• Willingness and ability to be accessible as needed to support the full scope of the Chairman and CEO’s responsibilities, including evenings, weekends, and travel related demands.
• Strong work ethic and highly collaborative team player.
• High degree of professionalism, emotional intelligence, and confidentiality.
• Exceptional written and verbal communication skills.
• Strong business judgement, decision-making, and analytical abilities.
• Ability to build trust quickly with senior leaders, Board members, external partners, and team members across the organization.
• Outstanding organizational skills with the proven ability to manage multiple competing priorities.
• Consistently demonstrates steadiness, discretion, and a service oriented approach.
• Anticipatory mindset with strong forecasting abilities for calendars, meetings, and executive needs.
• Demonstrated ability to streamline process, problem-solve quickly, and improve workflow efficiency.

Education and Experience:

• High school diploma or equivalent required; associate or bachelor’s degree preferred; equivalent experience considered.
• Bilingual (Spanish) preferred.
• 7+ years of progressive experience supporting C-suite executives, including CEOs, COOs, or comparable senior leadership.
• Proficient in Microsoft Office Suite, QuickBooks and related administrative software.

Certifications:

• None required

Physical Demands and Hazards for Office Employees:

This position requires prolonged periods of sitting, frequent computer use, occasional lifting of office supplies, and may involve travel.

Howard Energy Partners is an equal opportunity employer. If you need additional information, have questions, or need accommodations, please reach out to the Human Resources department at hr.team@howardep.com.