Executive Assistant to CEO & CFO

United Petroleum Transports

Job Description

Title:               Executive Assistant            

Department: Administrative                                              

Location:      Corporate Office

Reports to:   CEO and CFO                                                         

FLSA:             Exempt

Purpose:

Embrace, promote and achieve the Vision, Values and Mission of the company, and assist in meeting the Owner’s plan each year. UPT is committed to the Guiding Principles of the Responsible Care initiative and anticipates that all employees will share our commitment by conducting themselves consistent with those principles to make the industry even safer for our employees and communities.

The Executive Assistant (EA) to the CEO and CFO provides high-level administrative, operational, and strategic support to UPT’s most senior executives. This role requires exceptional judgment, discretion, organization, and the ability to manage competing priorities in a fast-paced, highly confidential environment.

The EA serves as a trusted partner, gatekeeper, and coordinator—supporting executive decision-making, facilitating communication across the enterprise, and ensuring seamless execution of executive priorities related to operations, finance, strategy, governance, and growth.

Essential Job Functions:

• Serve as the primary point of contact and gatekeeper for the CEO and CFO, managing priorities and communications with precision, discretion, and sound judgment.
• Own and actively manage complex, dynamic CEO/CFO calendars, prioritizing meetings aligned with strategic priorities, value creation, and growth.
• Anticipate executive needs and scheduling conflicts by proactively preparing briefings, agendas, pre-reads, weekly itineraries, and follow-up materials.
• Coordinate executive leadership, Board of Directors, ownership, lender, and other high-priority meetings, including agendas, materials, logistics, minutes, and timely distribution of pre-reads.
• Manage Board and ownership support activities, including calendars, meeting logistics, secure distribution of materials, and communication cadence and preferences.
• Track executive commitments, action items, deadlines, and project milestones; provide proactive reminders and ensure follow-up through closure.
• Support CFO activities related to budgeting, forecasting, audits, tax, banking/lender relationships, and recurring financial reporting cadences.
• Coordinate with the CAO, Controller, FP&A, auditors, banks, legal counsel, and external partners to align finance deliverables and information flow.
• Assist with preparation of financial presentations, Board decks, reports, dashboards, and executive-level summaries.
• Support M&A, strategy, and special projects by scheduling diligence calls and internal working sessions, coordinating document flow and data room logistics, and tracking milestones while maintaining confidentiality.
• Draft, edit, and proofread executive correspondence, presentations, and internal communications as directed.
• Serve as liaison between the CEO/CFO and executive leadership, Board members, owners, advisors, Finance, HR, Legal, IT, Operations, auditors, and other external stakeholders.
• Synthesize cross-functional inputs, flag risks and opportunities, and keep executives aware of issues requiring attention or decision.
• Coordinate cross-functional projects requiring executive oversight or approval and reduce noise, fragmentation, and duplicative communication across workstreams.
• Maintain organized electronic and physical filing systems, master document versions, version control, document retention, and access controls for sensitive executive materials.
• Uphold confidentiality, governance, internal control, and professional standards for financial, personnel, legal, ownership, and strategic information.
• Coordinate domestic travel and conference logistics, including flights, lodging, ground transportation, detailed itineraries, conference schedules, time efficiency, cost discipline, and contingency management.
• Manage monthly executive expense reports, approvals, administrative compliance, and proactive identification of unusual items or policy exceptions.
• Identify workflow inefficiencies and implement tools, templates, and process improvements that improve executive coordination and execution.
• Maintain professional relationships with Board members, owners, advisors, and external partners, representing the CEO and CFO with credibility and executive presence.
• Create employee birthday and anniversary cards for the CEO.
• Coordinate the use of corporate sporting event tickets.

Additional Responsibilities:

• Carries out duties assigned by the CEO and CFO as required.

Required Qualifications:

• Minimum 7-10 years of experience supporting senior executives (CEO and CFO).
• Proven experience in a corporate, financial, or operationally complex environment.
• Exceptional organizational, time-management, and prioritization skills.
• High level of professionalism, discretion, and emotional intelligence.
• Strong written and verbal communication skills.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); comfort with executive dashboards and reporting tools.

Preferred Qualifications:

• Experience supporting both a CEO and CFO simultaneously.
• Exposure to transportation, logistics, energy, or asset-intensive industries.
• Experience supporting Board governance processes.
• Familiarity with financial statements, executive compensation materials, and financial processes.
• Bachelor’s degree or equivalent professional experience.

Core Competencies and Attributes:

• Trusted Partner Mindset: Operates with integrity, confidentiality, and sound judgement.
• Executive Presence: Polished, confident, and professional in all interactions.
• Anticipatory Thinking: Proactively identifies needs and resolves issues before they escalate.
• Adaptability: Thrives in a fast-moving, changing environment.
• Detail-Oriented Execution: Ensures accuracy in high-stakes communications and documentation.
• Demonstrates dependability through good attendance and adherence to timelines and schedules
• Demonstrated resourcefulness and ability to take initiative in development and completion of projects

Physical Requirements:

• Sitting for long periods of time, walking, finger dexterity, feeling, repetitive motions, and talking, hearing and visual activity.
• Occasional lifting (up to 20 pounds).

Working Conditions:

• Normal office environment. This role routinely uses standard office equipment such as computers, phones, and copier/printer/scanners.
• Occasional extended hours to support Board meetings, travel, and critical deadlines.