Senior Executive Assistant

Citation is one of the largest privately-held independent oil and gas acquisition, development and production companies in the United States. Founded in 1981 by Forrest E. Harrell, Sr., Citation has built a significant portfolio of mature, long-life producing properties through a combination of disciplined acquisitions, focused operations and subsequent development. The Company has an enviable track record in attracting and retaining high-quality talent. This is the result of a stable, long-term business model and a corporate culture that emphasizes working smart, “doing business the right way,” and rewarding both performance and technical achievement. We are looking for talented and driven individuals to join our team, where you will have the opportunity to make a tangible impact helping to shape the future of our company and industry.

Responsibilities:

Position Summary: The responsibilities of this position can be best described in three separate segments, including:

• EXECUTIVE ASSISTANT - Responsibility for providing high-quality administrative/clerical support by assisting with daily operations in Citation’s Executive Department.
  • Directly support two members of Citation's executive management team: the Chief Executive Officer, and the Chief Operating Officer.
  • Perform a wide range of administrative duties including maintaining electronic calendars, scheduling and coordinating meetings, filing of corporate documents, organizing and distributing mail, making travel arrangements, preparing various monthly reports, and managing phone calls and emails
  • Responsible for special projects such as planning and coordinating the annual Board of Directors meeting, annual offsite budget meeting, annual holiday party, quarterly region meetings and other periodic corporate events
  • Serve as a liaison between Chief Executive Officer and the company pilots for requests to use the company aircraft and making other travel arrangements. Includes all necessary scheduling, reporting, calendar management and administration of corporate aircraft.
  • Serve as a liaison between Chief Executive Officer and Corporate Facility manager for requests to use the Corporate Facility, including scheduling and calendar management, as well as monthly and annual reporting and administration.
  • Prepare and submit expense reports and health/dental insurance claims for Chief Executive Officer and Chief Operating Officer
  • Manage files and records for the executive department and supported officers
  • In Office – Monday through Friday

• BOOKKEEPER SUPPORT - Primary responsibility for liaison to third party bookkeeper of several businesses owned directly by the Chief Executive Officer:
  • Effectively communicate and routinely submit invoices and other documents to bookkeeper for payment to suppliers, vendors and service providers
  • Assist bookkeeper in the processing and recording of financial transactions, including accounts receivable, accounts payable, capital transactions
  • Routinely prepare tables/reports/schedules supporting business operations and management

• FAMILY OFFICE ADMINISTRATOR - Similar to the role of an assistant in a Private Family Office. Responsibilities in this role include:
  • Preparation and administration of subscription agreements
  • Tracking capital calls/distributions
  • Effectively communicate with banks/financial partners
  • Quarterly reporting of financial performance
  • Coordination of meetings and calls with fund managers and financial advisors
  • Liaison with accounting and tax advisors

Qualifications:

• Proven work experience as a Senior Executive Assistant, Executive Administrative Assistant, Personal Assistant or similar role in a Private Family Office (5 years’ experience); experience with bookkeeping for a small business is a plus
• Must be a polished professional with excellent written and verbal communication skills that is well organized and dependable
• Possesses advanced computer skills with strong working knowledge of spreadsheets, databases and document preparation – proficient in Microsoft Office applications (Outlook, Excel, Word, PowerPoint)
• Knowledge of C-suite corporate office processes and procedures
• Strong analytical skills with knowledge of account balances, ledgers and budgets
• Experience exercising discretion and confidentiality with sensitive company and personal information
• Capable of managing external vendors in soliciting bids for products and services
• Excellent organizational skills with an ability to think proactively and independently prioritize work
• College degree required

Education:

Bachelor's degree required

Physical Requirements:

Work is performed while sitting at a desk in a climate controlled office.