Executive Assistant

Calculated HireHouston, TX, US

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Job Description

Executive Assistant to Sr. Director, Accounting & Finance

Location : Houston, TX

Industry : Fortune 200 Oil & Gas Company

Reports To : Sr. Director, Accounting & Finance

Position Summary

We are seeking a highly organized, resourceful, and proactive Executive Assistant to provide comprehensive support to the Sr. Director of Accounting & Finance at a leading Fortune 200 Oil & Gas organization. The ideal candidate will excel in managing complex schedules, coordinating multi-faceted projects, and facilitating clear communication between the Sr. Director, department leaders, and external partners. This role requires exceptional attention to detail, discretion, and the ability to operate with speed and accuracy in a fast-paced environment.

Bilingual proficiency in English and Spanish is strongly preferred, as this position involves correspondence and collaboration with diverse teams across regions.

Key Responsibilities

Administrative & Calendar Management

Manage and maintain a dynamic executive calendar, prioritizing and resolving scheduling conflicts with minimal oversight.
Coordinate internal and external meetings, including cross-departmental sessions, vendor engagements, and leadership reviews.
Prepare and distribute agendas, presentations, and meeting materials in advance.

Project Coordination & Communication

Track progress of key departmental initiatives and provide regular status updates to the Sr. Director.

Act as a liaison between the Sr. Director and leadership teams, ensuring clear, concise, and timely communication.

Draft, proofread, and translate (English / Spanish) executive correspondence, memos, and reports.

Operational Support

Organize travel arrangements, including domestic and international itineraries, accommodations, and expense reporting.

Support budget tracking and invoice processing for executive-related expenditures.

Maintain organized filing systems (digital and physical) for key documents, ensuring confidentiality and compliance.

Relationship Management

Build and maintain strong relationships with internal stakeholders, external partners, and senior leadership teams.

Screen and manage inbound requests, ensuring high-priority matters receive prompt attention.

Qualifications & Skills

Required Qualifications :

Minimum 3-5 years of executive assistant or senior administrative experience, ideally supporting a C-suite or senior leader in finance, accounting, or operations, or in a project coordinator or Project management function

Proven experience handling confidential information with discretion.

Advanced proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and collaboration tools (Teams, SharePoint).

Exceptional organizational and time management skills with the ability to manage multiple priorities under pressure.

Strong written and verbal communication skills in both English and Spanish .

Preferred :

Experience in the Oil & Gas or Energy sector.

Familiarity with finance-related documentation and reporting.

Prior experience in a Fortune 500 or similarly fast-paced corporate environment.

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Executive Assistant • Houston, TX, US