Executive Administrative Assistant

Danos•Carlsbad, NM

About The Position

This Executive Administrative Assistant reports directly to the Superintendent of Operations and serves as a key administrative and coordination partner to both the Superintendent and the broader leadership team. Success in this role requires a high level of independence, sound judgment, initiative, and professionalism. The ideal candidate demonstrates exceptional accuracy, adaptability in a fast‑moving environment, and unwavering discretion and confidentiality in handling sensitive information.

Requirements

Minimum of three years of secretarial or administrative support experience.
High school diploma or equivalent required.
Proficiency in the Microsoft Office Suite, with strong skills in Outlook, Word, Excel, and PowerPoint.
Demonstrated growth mindset and willingness to learn new digital tools, software platforms, and Chevron IT applications.
Valid driver’s license.
Exceptional organizational and communication skills.
Strong ability to prioritize tasks, manage deadlines, and consistently produce high‑quality work.
Proven professionalism, discretion, and the ability to influence and support others effectively.
Ability to build strong, collaborative relationships with team members and stakeholders.
Self‑directed, highly dependable, and capable of working independently with minimal supervision.
Must be able to meet all conditional job offer requirements including background, drug test (hair follicle), agility and fit for duty.

Responsibilities

Manage the Superintendent’s calendar, including scheduling, prioritizing, and coordinating meetings and engagements.
Coordinate travel arrangements and related logistics.
Oversee expense tracking and reporting with a high degree of accuracy and timeliness.
Provide comprehensive administrative support to the Superintendent and leadership team as needed.
Monitor deadlines and ensure timely completion of requests, deliverables, and action items.
Maintain strong communication and collaboration with internal leaders, support staff, and external partners.
Build and maintain effective working relationships across Chevron and with external organizations.
Utilize digital tools and applications—including Teams, Copilot, Power BI, Outlook, Word, Excel, and PowerPoint—to complete tasks efficiently, while maintaining a growth mindset toward learning new technologies and Chevron IT systems.
Coordinate office moves and manage on‑boarding and off‑boarding activities for employees.
Organize meeting logistics such as scheduling, catering, conference/video call setup, room preparation, and visitor badge processing.
Maintain appropriate PPE inventory levels and serve as the primary contact for uniform rentals and winter‑weather PPE procurement.
Provide local support for payroll and vehicle fleet management, including weekly checks of spares and pool vehicles, coordinating maintenance with local shops, tracking fleet activity, and managing spare keys.
Execute procurement activities, including purchase card transactions, GEP SMART service requisitions, invoice processing, and land‑use payments.
Maintain proper record storage and ensure compliance with record retention requirements; travel to field offices and the Hobbs office as needed to provide backup support for other office assistants.
Manage SharePoint sites, central repositories, distribution lists, and communication channels to ensure information is organized and accessible.