Executive Assistant & Administrative Coordinator

Overview

We are a growing Dallas-based oil and gas company seeking a professional, organized, and proactive Executive Assistant & Administrative Coordinator to serve as the primary point of contact for our office while providing executive and administrative support to the President and Vice President.

This is a hands-on role combining reception and front-office coordination, executive support, office administration, and occasional personal assistance. The position will also provide administrative support across accounting, investor relations, business systems, document management, and other company initiatives.

The ideal candidate is polished, detail-oriented, resourceful, and dependable, with strong communication and organizational skills. This position is well suited for someone who enjoys interacting with people, takes pride in maintaining a professional office environment, and is comfortable working in a growing company where priorities and responsibilities may evolve.

Responsibilities

Reception & Office Administration

• Serve as the primary point of contact for the office and provide a professional and welcoming experience for visitors, callers, investors, business partners, vendors, and other guests.
• Manage the front desk and reception area during regular business hours.
• Greet visitors, answer and route incoming calls, take accurate messages, and assist with general inquiries.
• Coordinate visitor arrivals, conference rooms, meeting preparation, refreshments, catering, and other meeting logistics.
• Receive and distribute mail, packages, deliveries, and correspondence.
• Maintain office and kitchen supplies and coordinate with building management, vendors, maintenance providers, and other service providers.
• Help maintain a professional, organized, and well-functioning office environment.
• Assist with company meetings, investor visits, events, and employee onboarding logistics.

Executive & Administrative Support

• Provide day-to-day administrative support to the President and Vice President.
• Manage calendars, schedule meetings, coordinate travel, and prepare itineraries.
• Assist with correspondence, presentations, reports, spreadsheets, meeting materials, and other business documents.
• Track action items, deadlines, and follow-up items.
• Maintain organized executive, corporate, and confidential records.
• Assist with special projects, research, and other company initiatives as needed.
• Provide occasional personal administrative and logistical support to company executives, including scheduling, reservations, travel coordination, errands, and other personal assistance as requested.

Business & Administrative Support

• Maintain accurate and organized information within company systems, including Microsoft 365, Salesforce, ZoomInfo, PakEnergy, InvestNext, and other business applications.
• Assist with maintaining contact databases, investor records, vendor information, and company documentation.
• Provide administrative support to accounting and investor relations, including organizing invoices, statements, receipts, investor records, and supporting documentation.
• Assist with collecting and organizing information requested by accounting, tax, legal, and other professional service providers.
• Help develop and maintain administrative procedures, filing systems, checklists, and internal processes.
• Perform additional administrative duties and special projects as business needs evolve.

Requirements

• 2 years of experience in executive support, administration, reception, office coordination, office management, or a related professional role preferred.
• Previous experience in a professional front-office, reception, or client-facing environment preferred.
• High school diploma required; associate's or bachelor's degree preferred.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Strong computer skills and ability to learn new software and business systems.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational and time-management skills with excellent attention to detail.
• Professional and polished demeanor with a strong customer-service mindset.
• Ability to manage multiple priorities, meet deadlines, and follow through on responsibilities.
• Strong initiative, resourcefulness, dependability, and problem-solving skills.
• Ability to exercise discretion and maintain confidentiality when handling sensitive business and personal information.
• Comfortable working in a fast-paced, entrepreneurial environment where responsibilities may evolve.
• Experience in oil and gas, energy, financial services, professional services, or a similar business environment is a plus but not required.
• Experience with Salesforce, ZoomInfo, PakEnergy, InvestNext, or similar business platforms is a plus but not required.
• Willingness to provide occasional personal administrative and logistical support to company executives.

Work Location: In person — Dallas, TX

Pay: $60,000.00 - $65,000.00 per year

Benefits:

• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Are you able and willing to work full-time, in-office in Dallas, Monday through Friday?

Are you comfortable serving as the primary point of contact for the office, including managing the front desk, greeting visitors, answering and routing calls, and coordinating meeting and visitor needs?

Are you comfortable providing occasional personal administrative and logistical support to company executives, such as scheduling appointments, making reservations, coordinating travel, handling returns or purchases, and completing occasional errands?

Work Location: In person

Salary : $60,000 - $65,000