Executive Assistant - Technical Services & Basin Planning

ADVANCEMENT OPPORTUNITIES
Executive Coordinator to the GM

POSITION SUMMARY

We are seeking a highly motivated, detail-oriented, and resourceful Executive Assistant to provide advanced support to an Executive Manager and associated department. This role requires exceptional organizational skills, independent judgment, and the ability to thrive in a fast-paced environment where priorities shift quickly. The ideal candidate is proactive, confident, and execution-focused—someone who anticipates needs, solves problems before they arise, and takes pride in delivering flawless results.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Track budgets, reconcile expenses, and assist with quarterly invoicing and reporting deadlines.

2. Handle procurement activities, including requisitions, purchase orders, and vendor coordination; maintain organized systems for contracts, invoices, and records.

3. Provide administrative support and assist in project management activities, including coordinating among stakeholders, tracking progress, publishing KPIs, and processing invoices to ensure efficient program execution.

4. Manage complex calendars, meetings, and schedules for leadership and staff, including virtual, in-person, and hybrid formats.

5. Prepare and review Board and Committee Packets in coordination with the Legal Department, ensuring accuracy and on-time delivery.

6. Draft, edit, and process correspondence, reports, and documents with a high degree of accuracy and professionalism.

7. Coordinate travel arrangements, conference registrations, and last-minute logistics with precision.

8. Maintain organized systems for departmental records, certifications, and registrations (fleet, trailers, and equipment).

9. Provide accurate meeting notes, agendas, and materials with prompt follow-up on action items.

10. Anticipate leadership needs, follow through without reminders, and adapt seamlessly to changing priorities.

11. May perform other administrative support functions as assigned by the Executive Manager.

WORK LEADERSHIP RESPONSIBILITIES
This role does not supervise staff but requires collaboration across departments, vendors, and stakeholders. A team-first mindset, strong communication skills, and a drive to help others succeed are essential.

FINANCIAL RESPONSIBILITY
Track budgets, reconcile expenses, and prepare quarterly invoices for review while also creating and following up on requisitions and purchase orders. Manage activity codes for contracts, ensure timely closeout of old codes, order supplies as needed, and maintain overall expense accuracy.

QUALIFICATIONS

EDUCATION
High school diploma or GED. Special training in secretarial and clerical skills preferred.

EXPERIENCE
More than five years of progressively responsible and varied secretarial experience. One year of college may be substituted for two years of experience at the discretion of the Executive Manager.

CERTIFICATES, LICENSES, REGISTRATIONS
Valid Texas driver’s license.

KNOWLEDGE
Knowledge of Microsoft Office applications such as Word, Excel, PowerPoint, etc.

SKILLS AND ABILITIES
Must type 80 wpm. Performs job with a minimum of instruction and has some decision-making responsibility. Ability to apply general instructions to specific situations. Excellent grammar skills are essential. Position requires independent judgment, a high degree of concentration, and the ability to carry out oral instructions. Individuals must be able to communicate effectively with others.

GUIDANCE RECEIVED
Receives periodic supervision and uses guidelines/range of procedures. Follows periodic direct instructions and guidelines, uses policies and procedures that require some interpretation. Problems that cannot be addressed through an existing guideline, policy, or procedure are referred toa  supervisor or a more senior position. Incumbent must exercise judgment about whether to escalate issues.

WORKING CONDITIONS
Duties are almost always carried out in an office environment. May occasionally travel to project locations.

TOOLS AND EQUIPMENT USED
Office machines include computers, various printers, a typewriter, scanners, a calculator, a copier, and a facsimile machine.