Executive Assistant And Office Manager

Job Summary

The Executive Assistant & Office Manager provides high-level, confidential administrative and operational support to the CEO while ensuring the day-to-day effectiveness of Nopetro Energy’s corporate office. This role serves as a trusted partner to the CEO, acting as a gatekeeper, coordinator, and project driver, while also owning key office management functions. The ideal candidate is proactive, highly organized, discreet, and thrives in a fast-paced, growth-oriented environment.

Essential Duties and Responsibilities

Executive & Administrative Support (CEO)

· Manage the CEO’s calendar, priorities, meeting logistics, and travel arrangements (air, hotel, ground transportation, itineraries).

· Serve as the primary point of contact for incoming requests, communications, and scheduling exercising sound judgment and discretion.

· Draft, edit, and proofread correspondence, announcements, presentations, agendas, and briefing materials on behalf of the CEO.

· Prepare for executive, leadership, and external meetings by compiling materials, confirming attendees, and ensuring readiness.

· Capture meeting notes, decisions, action items, and deadlines; drive follow-up and accountability across stakeholders.

· Support confidential workstreams involving personnel, finance, legal, contracts, and strategic initiatives.

Office Management & Corporate Services

· Oversee daily office operations to ensure a professional, efficient, and well-managed workplace.

· Manage office vendors and service providers.

· Maintain office inventory, ordering, and budget tracking for office-related expenses.

· Coordinate office access, visitor protocols, conference room readiness, and workplace standards.

· Own and continuously improve administrative processes (filing systems, document control, standard templates, workflows).

· Coordinate corporate and Compliance License Renewal.

Communication, Coordination & Stakeholder Management

· Act as a liaison between the CEO and internal teams (Operations, Accounting, HR, Legal, Safety/EHS, Project teams) and external partners.

· Coordinate cross-functional meetings, site visits, and leadership communications to ensure clarity and alignment.

·  Maintain professionalism and confidentiality when handling sensitive information, pre-decisional discussions, and executive matters.

Project & Business Support

·  Provide light project management support for CEO priorities: tracking milestones, deliverables, and dependencies.

· Assist with planning and execution for leadership offsites, town halls, events, and business-critical meetings.

·  Support onboarding logistics for executive-level hires and visiting leaders (as assigned).

· Organize and maintain executive files, contracts, and key documentation in accordance with internal standards.

Finance, Expense & Administrative Processing

·  Prepare and submit expense reports accurately and on time; reconcile receipts and support documentation.

·  Coordinate purchase requests, invoices, and office-related administrative approvals within established guidelines.

· Support basic reporting and administrative data needs (tracking logs, vendor lists, office spend summaries).

Confidentiality & Professional Standards

This position requires strict confidentiality and high integrity. The Executive Assistant & Office Manager will routinely handle sensitive company, financial, legal, and personnel information and must exercise excellent judgment at all times.

Required Qualifications

· Minimum 5 years of experience supporting a CEO or senior executives and/or managing office operations in a fast-paced environment.

·   Demonstrated ability to manage competing priorities with minimal supervision and high attention to detail.

· Strong written and verbal communication skills; able to draft polished, executive-level correspondence and materials.

· High degree of professionalism, discretion, and sound judgment.

·Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint), Teams, and collaboration tools; ability to learn internal systems quickly.

· Strong organizational skills, including document management, scheduling, and workflow coordination.

Preferred Qualifications

·  Bachelor’s degree preferred (or equivalent experience).

· Experience supporting executives in energy, construction, industrial, real-estate development, or multi-site operations environments without relying on AI software.

·  Familiarity with systems such as SharePoint, DocuSign, NetSuite, Concur/expense platforms, or similar tools.

·  Experience coordinating travel, site visits, and leadership events across multiple locations.

Core Competencies

· Executive presence and customer service mindset

· Proactive planning and anticipation of needs

· Exceptional time management and prioritization

·  Ownership mentality and follow-through

· Calm under pressure; adaptable to changing priorities

· Strong interpersonal skills across all organizational levels

Work Environment & Physical Requirements

·   Office-based with occasional evenings/weekends as required for executive or company priorities.

· Prolonged periods of sitting and working at a computer.

·Ability to lift up to 15 pounds occasionally (supplies, packages, materials).

Benefits (Company-Provided)

· Health benefits (medical/dental/vision) upon eligibility

· 401(k) program with company match up 4%

· Paid time off and company holidays

· Growth opportunities in a scaling organization