What are the responsibilities and job description for the Executive Assistant position at Search Services?
ABOUT OUR CLIENT
Our Client is a global energy services organization with a long-standing presence in offshore operations. Built on deep industry experience and a broad international footprint, the company supports complex projects in challenging environments by focusing on safety, operational excellence, and performance-driven solutions.
ABOUT THE ROLE
The Executive Assistant provides comprehensive administrative and operational support to senior executives and the Company’s Board of Directors, enabling the smooth and effective functioning of executive leadership. This role requires exceptional organizational judgment, discretion, and the ability to manage complex, high-volume workloads in a fast-paced environment.
RESPONSIBILITIES
- Provide comprehensive administrative support to senior executives and the Board of Directors
- Arrange meetings and conferences, schedule interviews and appointments, and manage executive calendars
- Coordinate travel and lodging arrangements in partnership with company travel advisors
- Support planning and execution of company events, departmental meetings, and conferences
- Establish, maintain, process, and update routine and confidential files, records, and documents
- Welcome and direct visitors as appropriate and respond to administrative inquiries regarding departmental operations
- Screen, route, and respond to telephone calls and non-routine correspondence
- Sort, screen, and distribute incoming and outgoing mail and prepare responses to routine inquiries
- Operate office equipment and manage daily office-related administrative tasks
- Assist with executive projects and ad hoc duties as required
- Manage high volumes of work while meeting tight deadlines
- Handle multiple tasks across multiple managers simultaneously
- Communicate efficiently and professionally with internal and external stakeholders
- Adjust priorities and problem-solving approaches in response to changing business needs and unexpected events
- Maintain strict confidentiality of sensitive and highly confidential information
QUALIFICATIONS
- College degree preferred
- Twelve years of experience working as an executive assistant
- Demonstrated ability to interact professionally and effectively with executives, boards, committees, and senior leaders
- Strong ability to prioritize tasks, manage multiple projects, and meet deadlines
- Excellent verbal and written communication skills
- Advanced proficiency in Microsoft Office Suite
- Strong attention to detail with a high degree of accuracy
- Proven competence in handling sensitive and confidential information
- Strong interpersonal, organizational, and time management skills
- Ability to manage changing priorities in a dynamic work environment
BEHAVIORS
- Analyze & Plan by thoughtfully defining problems and using relevant information to develop effective solutions
- Collaborate by sharing ideas, leveraging strengths, and fostering trust, transparency, and empathy
- Communicate clearly through active listening, timely information sharing, and stakeholder engagement
- Learn, Grow & Adapt by building personal capability while supporting others’ development and adaptability
- Deliver Results by taking ownership, overcoming obstacles, and consistently meeting or exceeding expectations