Executive Assistant

UNITED PETROLEUM TRANSPORTS INC•Oklahoma City, OK

1d•Onsite

About The Position

Embrace, promote and achieve the Vision, Values and Mission of the company, and to assist in meeting the Owner’s plan each year. UPT is committed to the Guiding Principles of the Responsible Care initiative and anticipates that all employees will share our commitment by conducting themselves consistent with those principles to make the industry even safer for our employees and communities. The Executive Assistant (EA) to the CEO and CFO provides high-level administrative, operational, and strategic support to UPT’s most senior executives. This role requires exceptional judgment, discretion, organization, and the ability to manage competing priorities in a fast-paced, highly confidential environment. The EA serves as a trusted partner, gatekeeper, and coordinator—supporting executive decision-making, facilitating communication across the enterprise, and ensuring seamless execution of executive priorities related to operations, finance, strategy, governance, and growth.

Requirements

Minimum 7-10 years of experience supporting senior executives (CEO and CFO).
Proven experience in a corporate, financial, or operationally complex environment.
Exceptional organizational, time-management, and prioritization skills.
High level of professionalism, discretion, and emotional intelligence.
Strong written and verbal communication skills.
Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); comfort with executive dashboards and reporting tools.

Nice To Haves

Experience supporting both a CEO and CFO simultaneously.
Exposure to transportation, logistics, energy, or asset-intensive industries.
Experience supporting Board governance processes.
Familiarity with financial statements, executive compensation materials, and audit processes.
Bachelor’s degree or equivalent professional experience.

Responsibilities

Create and distribute weekly itineraries
Serve as the primary point of contact for the CEO and CFO, managing calendars, priorities, and communications with precision and discretion.
Anticipate executive needs by proactively preparing materials, briefings, agendas, and follow-ups.
Act as a thought partner – tracking key initiatives, deadlines, and deliverables across executive projects.
Support preparation for Board of Director meetings and executive leadership meetings.
Manage complex and dynamic calendars, balancing internal leadership needs with external stakeholder commitments.
Coordinate domestic travel, including flights, lodging, ground transportation, and detailed itineraries.
Ensure efficient use of executive time by aligning schedules with strategic priorities.
Assist with preparation of financial presentations, reports, and executive-level summaries.
Handle highly sensitive financial and strategic information with strict confidentiality.
Support CFO activities related to budgeting cycles, audits, and banking relationships.
Draft, edit, and proofread executive correspondence, presentations, and internal communications.
Serve as liaison between the CEO/CFO and executive leadership, Board members, legal counsel, auditors, and external partners.
Ensure timely follow-up on action items and commitments made by the CEO and CFO.
Prepare agendas, meeting materials, and minutes for executive and Board meetings.
Traction action items and ensure accountability across executive initiatives.
Coordinate cross-functional projects that require executive oversight or approval.
Maintain organized electronics and physical filing systems for executive documents.
Support special projects, mergers/acquisitions activity, or enterprise initiatives as assigned.
Uphold UPT professional standards, values, and confidentiality expectations at all times.
Compile monthly expense reports
Create employee birthday and anniversary cards for the CEO
Coordinate the use of corporate sporting event tickets
Carries out duties assigned by the CEO and CFO as required.