Executive Assistant

We are seeking a highly polished, proactive Executive Assistant / Personal Assistant to provide direct support to the VP of Business Development for a privately held, Houston-based energy company. This role is critical in driving business priorities forward by ensuring seamless calendar management, communication flow, and operational execution in a fast-paced environment.

The ideal candidate anticipates needs before they arise, thrives under pressure, and maintains absolute discretion and professionalism at all times.

The Executive Assistant / Personal Assistant will serve as the right hand to the VP of Business Development, providing comprehensive administrative, operational, and selective personal support. This individual must be exceptionally organized, detail-oriented, and capable of managing shifting priorities with confidence and efficiency.

• Manage a complex and dynamic executive calendar
• Coordinate domestic and international travel, including detailed itineraries
• Screen and prioritize emails, calls, and correspondence
• Draft, proofread, and edit executive communications and presentations
• Track and process expense reports in a timely manner
• Act as gatekeeper and liaison between the VP and internal/external stakeholders

• Prepare meeting agendas, materials, and briefing documents
• Capture meeting notes and action items
• Coordinate logistics for executive meetings, client engagements, and off-site events

• Maintain confidential files, records, and databases
• Conduct research and support business development initiatives
• Assist with special projects and operational improvements
• Provide general office coordination as needed

• Assist with personal scheduling, appointments, and reminders
• Coordinate occasional household-related tasks
• Handle sensitive matters with discretion and professionalism

• Bachelor’s degree preferred or equivalent experience
• 5+ years supporting senior executives (VP level or above)
• Experience in energy, professional services, or fast-paced environments preferred
• Exceptional organizational and time management skills
• Strong written and verbal communication skills
• High level of discretion and confidentiality
• Proactive, solutions-oriented mindset
• Ability to work independently and adapt to changing priorities
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Experience with travel and expense systems preferred

• Professional executive presence
• High integrity and reliability
• Strong interpersonal skills and ability to build cross-functional relationships