Executive Assistant & Office Manager - Hybrid Schedule

Mansfield Oil Company; Houston (TX); Hybrid; USD 65,000 - 95,000; Full time

Job summary

Mansfield Energy in Houston seeks an Executive Assistant to provide critical support to our C-level and VP executives. You will manage calendars, coordinate meetings and travel, handle confidential communications, and ensure smooth daily operations.

The role requires discretion, exceptional organization, and the ability to navigate a matrixed environment. Bachelor’s degree preferred; 5+ years supporting executives is ideal; hybrid work arrangement after training.

Qualifications

• 5+ years supporting top-level executives.
• Typing 45 wpm minimum.
• Able to handle confidential information with discretion.
• Proficient in Microsoft Office; Outlook calendar management.
• Strong organizational and communication skills.

Responsibilities

• Manage complex meeting and calendar scheduling for executives.
• Coordinate travel arrangements and expense reporting.
• Draft and route correspondence, gatekeeper for communications.
• Prepare reports and minutes; oversee events and projects.
• Serve as primary liaison with managers, vendors, customers, and partners.

Skills

5+ years exec support

Typing 45 wpm

Discretion with confidential info

Microsoft Office proficiency

Presentation/communication

Education

High School diploma or equivalent

Bachelor's degree preferred

Tools

Microsoft Office

MS Outlook calendar management

Adobe / MS Project

Job description

Description

The Executive Assistant role at Mansfield Energy is a pivotal position that demands exceptional critical thinking skills and the ability to navigate intricate, matrixed decision-making landscapes to provide unwavering support to our esteemed C-level and VP executives. In this dynamic role, you will be entrusted with sensitive and confidential information, serving as the gatekeeper for incoming and outgoing communications on behalf of our executives. You will exercise sound judgment to make authorized business decisions, and your responsibilities will extend to reading, researching, and routing correspondence, as well as meticulously recording meeting notes when our executives are unavailable. Your direct correspondence will include our internal leadership and extend to managers, vendors, customers, and partners. This role is not just about administrative support; it's about being the driving force behind our executives' success and the smooth operation of our office environment.

Responsibilities

Meeting & Calendar Management

• Maintain an active and meticulously organized calendar for appointments, meetings, conferences, and events.
• Expertly organize and schedule meetings, telephone/video conferences, and industry events.
• Compile essential documents for both local and travel-related meetings, ensuring seamless meeting preparation.
• Facilitate executive access and approval for meetings and office resources.
• Prepare and provide necessary reports and notes before routine meetings to ensure productive discussions.
• Represent the executive at meetings in their absence, showcasing a keen understanding of their needs and priorities.
• Collect and distribute meeting agendas as required, ensuring meeting objectives are met.
• Ensure the presence of all required attendees for executive meetings.

Travel & Expense Management

• Expertly plan and execute all travel arrangements for executives and occasionally for other team members.
• Organize travel plans, itineraries, and agendas, including coordination of corporate jet travel, transportation, lodging, and meeting accommodations.
• Register executives and team members for industry events and create comprehensive group travel plans.
• Prepare AFE (Approval for Expense) forms for executive approval, ensuring efficient expense management.
• Compile and meticulously manage executive expense reports for reimbursement.
• Skillfully administer executive credit card reconciliation to maintain financial accuracy.
• Process and diligently approve expense reports for the executive's direct reports, with strict compliance monitoring.
• Manage and optimize executive travel rewards programs for maximum benefit.
• Ensure timely payment of expenses and promptly report non-compliant expenses with supporting details.
• Recommend audits for recurring expense violations to mitigate future risks.

Email & Communication Management

• Efficiently manage and maintain executive email accounts.
• Optimize executive time by skillfully handling correspondence, drafting letters and documents, and prioritizing communications.
• Respond to or direct inquiries, ensuring timely and appropriate responses.
• Safeguard confidential information with unwavering diligence.
• Act as the primary point of contact, communicating on behalf of the executive with a wide range of stakeholders, including managers, vendors, customers, partners, potential hires, and employees.
• Bridge communication gaps between the executive's office and internal departments to ensure seamless operations.
• Keep the executive well-informed about environmental issues and updates.
• Cultivate and maintain valuable client relationships.

Administrative Assistance

• Type, file and record notes as needed
• Exhibits attention to detail producing accurate records and information
• Produce information by formatting, inputting, editing, retrieving, copying
• Assist executive with tasks and errands as needed
• Support admin team's corporate initiatives
• Maintain executive contact lists
• Welcome guests and customers by greeting them and ensuring they have all needed support while on site (i.e. water, business cards, handouts, Wi-Fi passwords, etc)
• Maintain a filing/retrieval system to locate historical documents/conversation references/recorded meeting discussions
• Gather, format, edit, distribute monthly/quarterly reports
• Create data spreadsheets as needed to provide tangible insights for decision making
• Provide technical support on smart phones, tablets and laptops
• Perform database backups and clean-up of electronic files
• Negotiate with suppliers, purchase supplies, maintain office equipment
• Make authorized business office decisions
• Register executives and others for industry events
• Handle the ordering of tickets for professional sporting events and distribution of those tickets when Executives cannot attend.
• Process check requests for company expenses to be paid to vendors
• Contribute to the meticulous planning and execution of company events.
• Conduct pre-testing of conferencing and video equipment before executive meetings to prevent technical disruptions.

Project Management

• Collaborate closely and effectively with the executive to keep them well-informed of upcoming commitments and responsibilities.
• Maintain detailed records of action items assigned to and by the executive.
• Skillfully prioritize conflicting needs and handle matters expeditiously and proactively.
• Oversee assigned projects from inception to successful completion, often under tight deadlines.
• Collaborate with other departments to collect, analyze, and interpret data for trend identification and informed decision-making.
• Champion process improvement initiatives to enhance organizational efficiency.
• Manage, track, and coordinate projects and special assignments to meet objectives.
• Partner with and delegate work to the admin team when assistance is required and diligently follow up on results.

Position Requirements

Formal Education & Certification

• High School diploma or equivalency required
• Bachelor's Degree preferred

Knowledge & Experience

• 5+ years supporting top level executives
• Minimum of 45 wpm typing skills
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Proficient in Microsoft Office (Word, Excel, and Power Point), Adobe - MS Project experience a plus.
• A master in MS Outlook calendar management

Qualifications & Characteristics

• Strong organizational skills with a keen eye for detail.
• Exceptional adaptability in fast-paced environments.
• Effective verbal and written communication skills.
• Proficient conflict resolution abilities for productive outcomes.
• Maintains professionalism across diverse situations.
• Demonstrates leadership and earns trust from senior management.
• Consistently meets tight deadlines with ease.
• Exceptional grammar, spelling, and punctuation knowledge.
• Active listener and independent executor of instructions.
• Competent in writing, transcribing, and recording minutes.
• Skilled in delivering impactful presentations.
• Strong attention to detail and efficient task prioritization.
• Thrives under pressure, making sound decisions.
• Proactively solves problems and demonstrates emotional maturity.
• Highly resourceful, excels both independently and within a team.
• Forward-thinking, identifying and proposing solutions.
• Driven to enhance job accomplishments and add value.

Work Environment

• Hybrid work available once training is completed (3 days in-office, 2 days remote)
• Weekend work assigned in advance
• Will be responsible for the office management of two offices- one near Memorial City mall and the other at Greenway Plaza.
• Sitting for extended periods of time
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other computer components
• May require occasional travel

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status