Senior Executive Assistant

API - American Petroleum Institute; Washington (District of Columbia); Hybrid; USD 120,000 - 140,000; Full time

Benefits offered by this job

Annual bonus up to 7%

Hybrid schedule: 4 days in DC office,

35-hour workweek

Job summary

The American Petroleum Institute is seeking a Senior Executive Assistant to support the Senior Vice President, Policy, and to serve as a central point of coordination across the Policy Division. This role expands beyond traditional support by anticipating needs, prioritizing competing demands, and preparing senior leaders for important meetings.

You will drive meeting preparation, coordinate division-wide initiatives, and partner with internal teams like Finance, Legal, Events, and IT to ensure

Qualifications

• At least 10 years of experience supporting a senior executive or leadership team in a complex, fast-paced organization.
• Experience on Capitol Hill or in a nonprofit, trade association, public policy organization, corporation, or similarly complex environment.
• Excellent organizational, prioritization, and time-management skills.
• Strong judgment and the ability to manage multiple assignments with minimal supervision.
• Excellent written and verbal communication skills.
• Demonstrated ability to research, organize, and accurately synthesize information from multiple sources.
• Strong interpersonal skills and a professional, service-oriented approach.

Responsibilities

• Proactively manage the Senior Vice President’s calendar and time commitments, prioritize high-value engagements, and protect time for strategic priorities.
• Drive meeting preparation from start to finish, including briefing materials, background information, objectives, presentations, reports, and follow-up items.
• Serve as a central coordination point across the Policy Division, helping leadership advance priorities and strengthen communication across teams.
• Coordinate division-wide meetings, leadership events, executive engagements, and other strategic activities.
• Oversee travel arrangements, expenses, contracts, financial documentation, correspondence, files, and other administrative systems.
• Keep key deadlines and milestones on track for executive committees, budgets, leadership meetings, and other division priorities.
• Partner closely with internal teams, including Finance, Legal, Events, Business Operations, Facilities, and IT.
• Coordinate effectively with external consultants, committee members, policymakers, and other stakeholders.
• Identify opportunities to improve processes, communication, coordination, and overall operational effectiveness.
• Provide additional support to the Director, Policy and other members of the division’s leadership team as needed.

Skills

Calendar management

Executive support

Meeting preparation

Cross-functional coordination

Written communication

Verbal communication

Synthesis of information

Interpersonal skills

MS Word / Word processing

Excel / Outlook / SharePoint

Tools

Microsoft Word

Excel

Outlook

SharePoint

Job description

Senior Executive Assistant, Policy Division

American Petroleum Institute

Washington, D.C. | Hybrid

The Opportunity

The American Petroleum Institute (API) seeks an accomplished Senior Executive Assistant to support the Senior Vice President, Policy and play a central role in the work of the broader Policy Division.

The Senior Executive Assistant reports to the Director, Policy in the Senior Vice President’s office. This individual will work closely with both leaders and serve as a central point of coordination across the Policy Division.

This dynamic role extends well beyond traditional executive support. The successful candidate will anticipate needs, manage competing priorities, prepare senior leaders for important meetings, and help drive the smooth execution of division-wide initiatives and events.

Key Responsibilities

• Proactively manage the Senior Vice President’s calendar and time commitments, prioritize high-value engagements, and protect time for strategic priorities.
• Drive meeting preparation from start to finish, including briefing materials, participant background information, meeting objectives, presentations, reports, and follow-up items.
• Serve as a central coordination point across the Policy Division, helping leadership advance priorities and strengthen communication across teams.
• Coordinate division-wide meetings, leadership events, executive engagements, and other strategic activities.
• Oversee travel arrangements, expenses, contracts, financial documentation, correspondence, files, and other administrative systems.
• Keep key deadlines and milestones on track for executive committees, budgets, leadership meetings, and other division priorities.
• Partner closely with internal teams, including Finance, Legal, Events, Business Operations, Facilities, and IT.
• Coordinate effectively with external consultants, committee members, policymakers, and other stakeholders.
• Identify opportunities to improve processes, communication, coordination, and overall operational effectiveness.
• Provide additional support to the Director, Policy and other members of the division’s leadership team as needed.

Requirements

• At least 10 years of experience supporting a senior executive or leadership team in a complex, fast-paced organization.
• Experience working on Capitol Hill or within a nonprofit, trade association, public policy organization, corporation, or similarly complex environment.
• Exceptional organizational, prioritization, and time-management skills.
• Strong judgment and the ability to manage multiple assignments with minimal supervision.
• Excellent written and verbal communication skills.
• Demonstrated ability to research, organize, and accurately synthesize information from multiple sources.
• Strong interpersonal skills and a professional, service-oriented approach.
• Ability to anticipate problems, recommend solutions, and work effectively with people under pressure.
• Advanced proficiency in Microsoft Word, Excel, Outlook, and SharePoint, with the ability to learn new systems quickly.
• Familiarity with accounting procedures, contracts, expense management, and financial processes.
• Experience planning and coordinating activities involving staff, leadership teams, and outside stakeholders.

Compensation, Benefits, and Schedule

• Salary range of $120,000 to $140,000, based on experience
• Annual bonus opportunity of up to 7%
• 35-hour workweek, with additional pay for hours worked beyond 35 per week when applicable
• Workday begins at 8:30 a.m.
• Hybrid schedule with four days a week in API’s Washington, D.C. office and Fridays remote

About API

The American Petroleum Institute represents all segments of America’s natural gas and oil industry. Its approximately 600 members produce, process, and distribute much of the nation’s energy. Since its founding in 1919, API has developed more than 800 standards that promote operational and environmental safety, efficiency, and sustainability. API also advocates for public policies that support a strong and viable U.S. natural gas and oil industry.

API is an equal opportunity employer. We are dedicated to creating and sustaining a diverse and inclusive workplace. All aspects of employment will be based on merit, competence, performance, and business needs. Our success in maintaining a reputation for professional excellence depends on selecting the best qualified candidates. Achieving this objective means that no employee or applicant for employment will be discriminated against because of race, color, religion, age, gender expression or identity, sexual orientation, pregnancy (including childbirth, related medical conditions, breastfeeding, and reproductive health decisions), genetic information, national origin, disability, marital status, personal appearance, family responsibilities, political affiliation, matriculation, credit information, the status as a victim or family member of a victim of domestic violence, stalking or sexual offense, or any prohibited basis under federal, state or local law.

API is committed to providing access, equal opportunity, and reasonable accommodations for individuals with disabilities in employment, its services, programs, and activities.