Executive Assistant

• Provide comprehensive administrative and operational support to the CEO and Founder and Principal.
• Provide high-level, trusted support to the CEO and Principal, managing a wide range of confidential and time-sensitive responsibilities to ensure smooth day-to-day operations.
• Coordinate and manage complex calendars for the CEO and Principal, including meetings, appointments, and podcast recordings.
• Support workplace operations in coordination with building management, including conference room scheduling, security badges, and parking logistics.
• Facilitate conference sponsor ships and attendance, including travel arrangements for company attendees, in collaboration with Marketing.
• Partner with Marketing to support executive-driven initiatives and special projects, ensuring follow-through and alignment with leadership direction.
• Review and proofread marketing materials and communications prior to distribution, including newsletters and other company communications, ensuring accuracy, consistency, and professionalism.
• Review assigned projects and tasks within Asana to support cross-functional coordination and timely execution.
• Organize and book company-wide travel arrangements, including negotiating preferred hotel rates and ensuring cost-effective solutions.
• Prepare, review, and submit expense reports for the CEO and Principal.
• Gather, reconcile, and manage receipts for corporate credit cards.
• Support Human Resources and legal processes by drafting and coordinating employment agreements, severance letters, NDAs, independent contractor agreements, and related documentation.
• Provide oversight of the Receptionist/Office Manager, including day-to-day supervision and ensuring appropriate front-office coverage.
• Regularly provide coverage for Receptionist/Office Manager during lunch breaks or absences as part of normal responsibilities.
• Assist with office operations as needed to maintain continuity and professionalism, while maintaining focus on executive-level support.
• Maintain strict confidentiality and discretion in all matters related to leadership, personnel, and company operations.
• Comply with all company policies, procedures, and directives.
• Perform additional duties as assigned in support of executive leadership and company priorities.

• Experience supporting executives or operations within the oil and gas industry is required.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); must be able to independently create, edit, format, and manage documents, spreadsheets, calendars, and presentations.
• Excel proficiency sufficient to navigate, organize, filter, and manipulate data accurately (advanced formulas such as VLOOKUPs not required).
• Demonstrated ability to draft, proofread, and distribute professional business correspondence.
• Proven experience coordinating and booking travel, including flights, hotels, and ground transportation.
• Strong written and verbal communication skills, with sound judgment related to tone, clarity, and professionalism.
• High level of organizational skill with the ability to manage multiple priorities and deadlines simultaneously.
• Exceptional attention to detail and accuracy across communications, scheduling, and documentation.
• Ability to exercise discretion, professionalism, and sound judgment when handling confidential information.
• Comfort working cross-functionally with executives, marketing, HR, and operations teams.
• Ability to work independently, anticipate needs, and adapt in a fast-paced, executive-driven environment.

BETTER TALENT. BETTER OPPORTUNITY. FIND IT HERE.

Bell & Associates, Inc. is a recognized Executive Recruiting & Staffing leader based in Kansas City. We focus and specialize in the following practice areas
- Accounting/Finance, Engineering, Executive Leadership, Financial Institutions, Healthcare, Human Resources, Information Technology, Manufacturing/Operations Management. We provide top talent to our clients on a Direct Hire, Contract, and Contract-to-Hire basis.