Executive Assistant

Love's - Houston, TX

Full-time - Mid Level

Houston, TX

10,001+ employees

Gasoline Stations and Fuel Dealers

About the position

The Executive Assistant will play a crucial role in supporting the Vice President of Supply and Trading and his direct reports by managing a variety of advanced administrative tasks and projects. This position requires a highly adaptable self-starter who can work independently while also collaborating effectively with co-workers. The ideal candidate will possess strong resourcefulness, good judgment, and a solid understanding of business etiquette, along with the ability to anticipate the needs of executives at a management level. The Executive Assistant must be skilled in prioritizing work, solving problems, and organizing their time with minimal supervision. Key responsibilities include heavy calendar management, which involves coordinating complex executive meetings with both internal and external executives, assistants, and consultants. The Executive Assistant will also manage communications, whether written, via telephone, or email, ensuring timely responses and follow-ups. The role requires composing agendas, presentations, letters, and statements, as well as monitoring and following up on distributions that require answers or written replies. A high degree of professionalism, initiative, and independence is essential, as the Executive Assistant will support a wide variety of complex issues across diverse groups within the organization. Additionally, the Executive Assistant will gather and analyze data for meetings or presentations, act as a solution finder for problems, and coordinate interactions with supplier partners, including off-site event planning. The role also involves coordinating trading department functions, performing cost tracking administrative functions, assisting with compliance inquiries, overseeing department invoices and expense reports, and maintaining data and files as assigned. Meeting daily, weekly, and monthly deadlines is critical, along with other functions and duties as assigned.

Responsibilities

• Manage heavy calendar for the Vice President and direct reports, coordinating complex executive meetings.
• Handle all communications, ensuring timely management of written, telephone, and email correspondence.
• Compose agendas, presentations, letters, and statements; monitor and follow up on required responses.
• Demonstrate professionalism and initiative in supporting complex issues across diverse groups.
• Gather and analyze data for meetings or presentations, acting as a solution finder for problems.
• Coordinate interactions with supplier partners, including off-site event planning and meeting materials preparation.
• Coordinate trading department functions such as meetings, training opportunities, and new hire programs.
• Perform cost tracking administrative functions and analysis as needed.
• Assist in compliance with corporate guidelines, policies, and procedures.
• Oversee processing of department invoices and expense reports as needed.
• Maintain data and files as assigned and meet deadlines.

Requirements

• High School diploma or equivalent required; Bachelor's degree preferred.
• 5+ years' experience in an administrative related field.
• Proficiency in Microsoft Word and PowerPoint required.
• Experience with scheduling travel, note taking, and email management required.
• Experience supporting executive level leadership preferred.

Nice-to-haves

• Experience in a corporate environment
• Familiarity with supply and trading operations

Benefits

• Competitive salary
• Health insurance
• 401(k) retirement plan
• Paid time off
• Professional development opportunities