Executive Administrative Assistant

Full-time - Senior

Dallas, TX

Petroleum and Coal Products Manufacturing

About the position

HF Sinclair is seeking an Executive Assistant in Dallas, TX. The Executive Assistant will provide administrative support to the Chief Executive Officer (CEO), members of the Executive Leadership Team (ELT) and occasional support to the Board of Directors. This role requires a proactive, detail-oriented individual with exceptional organizational and communication skills. The Executive Assistant will manage complex schedules, coordinate meetings and events, handle confidential information, and act as a liaison between the CEO, ELT, Board of Directors (BOD), and internal/external stakeholders.

Responsibilities

• Efficiently manage the CEO's and ELT's calendars, including scheduling meetings, appointments, and travel arrangements.
• Serve as the primary point of contact for internal and external communications with the ELT, including screening calls, emails, and correspondence.
• Plan and coordinate executive meetings, including preparing agendas, materials, and minutes. Ensure all logistical aspects to include scheduling conference rooms and catering are handled seamlessly.
• Arrange and manage travel itineraries, accommodations, and transportation for the CEO, BOD, and ELT members.
• Preparation of expense reports for assigned executives and reconciliation as needed.
• Prepare and edit reports, presentations, and other documents as needed. Ensure all materials are accurate and professionally presented.
• Handle sensitive information with the utmost discretion and always maintain confidentiality.
• Assist with special projects and initiatives, ensuring timely completion and alignment with company goals.
• Oversee office operations, including maintaining supplies, coordinating with vendors, and ensuring a well-organized work environment.
• Build and maintain positive relationships with internal and external stakeholders, acting as a representative of the CEO, BOD, and ELT.

Requirements

• Minimum of 10 years of experience as an executive assistant or in a similar role supporting senior executives.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Ability to handle multiple tasks and prioritize effectively.
• High level of professionalism and discretion.
• Strong problem-solving skills and attention to detail.
• Ability to work independently and as part of a team.
• Experience with project management tools is a plus.

Benefits

• Medical Insurance
• Vision Insurance
• Dental Insurance
• Paid Time-Off
• 401(k) Retirement Plan with match
• Educational Reimbursement
• Parental Bonding Time
• Employee Discounts