Executive Assistant to the CEO

Hightowers Petroleum Co.; MIDDLETOWN (OH); On-site; USD 60,000 - 90,000; Full time

Job summary

Hightowers Petroleum Co. is seeking an experienced Executive Assistant to provide high‑level administrative support to the Chief Executive Officer. This full‑time role acts as a gatekeeper, coordinating calendar, travel, correspondence, and prioritizing the CEO’s commitments.

You will partner with senior leadership, prepare confidential documents, manage complex scheduling, and ensure smooth communication across departments in a fast-paced environment.

Qualifications

• High School Diploma required; certification, Associate’s Degree or higher in Business Administration or related field preferred.
• 8–10 years of executive-level support experience, particularly for C‑Level executives.

Responsibilities

• Administrative Support - Complete a wide array of administrative tasks for the CEO, including managing a highly active calendar, preparing and submitting expense reports, drafting confidential correspondence, and arranging complex travel plans, itineraries, and agendas.
• Schedule Management - Ensure the CEO’s schedule is organized and followed, including providing "gatekeeper" and "gateway" functions for access to the CEO. Anticipate and resolve scheduling conflicts to prioritize the CEO’s time effectively.
• Issue Prioritization - Research, prioritize, and manage sensitive issues addressed to the CEO. Follow up as necessary, determining appropriate responses, referrals, or actions to resolve matters.
• Communication Liaison - Facilitate smooth communication between the CEO’s office and internal departments, fostering trust and credibility with the senior leadership team and maintaining effective working relationships.
• Project Support - Provide hands-on assistance with critical projects and deliverables, including drafting letters of acknowledgment, personal correspondence, and other documents that support the CEO’s leadership responsibilities.
• Task Management - Proactively manage multiple competing priorities, ensuring projects are completed with accuracy, professionalism, and often under time-sensitive deadlines.
• Other Duties - Perform other administrative duties as required to support the CEO and ensure the smooth running of the executive office.

Skills

Communication

Organization

Time management

Problem solving

Confidentiality

Technical proficiency

Education

High School Diploma

Associate’s or higher in Business Administration

Tools

Microsoft Office Suite

Adobe Acrobat

Job description

Hightowers Petroleum Co. is a Licensed Motor Fuel Dealer and operates across the United States, Mexico and Canada. We offer a vast and virtually limitless array of branded and unbranded conventional fuels, as well as renewable fuels, natural gas, propane, lubricants and greases.

At Hightowers Petroleum Co. we are dedicated to fostering a culture of teamwork and delivering exceptional customer service. Our commitment is rooted in our core values of mutual respect, integrity, empowerment, and community service. These principles guide our actions and underpin our efforts to build strong, collaborative relationships both within our team and with our clients. We believe that by empowering our employees and respecting the communities we serve, we create a positive impact that extends beyond our business operations

About The Position

The Executive Assistant provides high-level administrative support to the Chief Executive Officer (CEO). This role serves as the primary point of contact for internal and external stakeholders on matters related to the CEO. The Executive Assistant manages a wide range of administrative tasks and ensures smooth communication and coordination between the CEO's office and other departments, acting as a key \"gatekeeper\" to the CEO’s time and priorities. This position is full time, hourly reporting directly to the Chief Executive Officer.

Key Responsibilities

• Administrative Support - Complete a wide array of administrative tasks for the CEO, including managing a highly active calendar, preparing and submitting expense reports, drafting confidential correspondence, and arranging complex travel plans, itineraries, and agendas.


• Schedule Management - Ensure the CEO’s schedule is organized and followed, including providing \"gatekeeper\" and \"gateway\" functions for access to the CEO. Anticipate and resolve scheduling conflicts to prioritize the CEO’s time effectively.


• Issue Prioritization - Research, prioritize, and manage sensitive issues addressed to the CEO. Follow up as necessary, determining appropriate responses, referrals, or actions to resolve matters.


• Communication Liaison - Facilitate smooth communication between the CEO’s office and internal departments, fostering trust and credibility with the senior leadership team and maintaining effective working relationships.


• Project Support - Provide hands-on assistance with critical projects and deliverables, including drafting letters of acknowledgment, personal correspondence, and other documents that support the CEO’s leadership responsibilities.


• Task Management - Proactively manage multiple competing priorities, ensuring projects are completed with accuracy, professionalism, and often under time-sensitive deadlines.


• Other Duties - Perform other administrative duties as required to support the CEO and ensure the smooth running of the executive office.

Education And Experience

• High School Diploma required. Certification, Associate’s Degree or higher in Business Administration or related field preferred.


• 8-10 years of executive-level support experience, particularly for C‑Level executives.

Knowledge, Skills, And Abilities

• Communication - Exceptional verbal and written communication skills with the ability to draft clear, accurate, professional documents.


• Organization - Strong organizational skills, capable of managing multiple priorities with high attention to detail.


• Time Management - Proven ability to meet tight deadlines in a fast-paced environment.


• Problem Solving - Demonstrated proactive approach to problem-solving with strong decision-making abilities.


• Confidentiality – Must uphold a high level of discretion and confidentiality.


• Technical Proficiency - Advanced knowledge of Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat. Must type at least 65 words per minute.

Work Environment

This position is on-site daily and operates in a professional office environment. Position entails prolonged periods of sitting at a desk and working on a computer. Office hours are Monday – Friday, 8:00am – 5:00pm and may require occasional need to work beyond normal operating hours depending on the CEO’s schedule.

Hightowers Petroleum Co. is an Equal Employment Opportunity (EEO) employer and does not discriminate on the basis of race, color, national origin, religion, gender, age, veteran status, political affiliation, sexual orientation, marital status or disability (in compliance with the Americans with Disabilities Act) with respect to employment opportunities.