Executive Assistant

NextDecade • Houston, TX

17d

About The Position

The Executive Assistant provides high-level, confidential administrative and operational support to the Chief Financial Officer and senior leaders across Human Resources & Administration, Commercial, Policy & Corporate Affairs, and Enterprise Transformation. The role serves as a central coordination point across multiple executive offices, managing calendars, travel, meetings, approvals, communications, and cross-functional initiatives in a fast-paced environment. The successful candidate anticipates needs, exercises sound judgment, protects sensitive information, and establishes disciplined operating rhythms that enable leaders and teams to work effectively.

The position supports multiple senior executives, including the CFO, EVPs, and SVPs, and serves as backup for CEO/COO and Board-related activities during the Senior Executive Assistant’s absence. Responsibilities include coordinating complex domestic and international travel, executive and Board meetings, external stakeholders, controlled documents, expenses, recurring reports, business processes, SharePoint libraries, reporting tools, and workflow controls.

The role operates in a professional office environment, with occasional work within or outside a complex construction environment. It primarily involves sedentary work, but requires the ability to stand, sit, walk, use hands, reach, move throughout office or site facilities, and wear necessary PPE. The position may require lifting up to 20 pounds and accessing filing cabinets or reaching items as needed. This position is subject to Federal Pipelines Regulation drug and alcohol testing requirements.

Requirements

• Bachelor’s degree or an equivalent combination of education and relevant experience.
• Seven or more years of progressive executive administrative experience, including direct support to C-suite or senior executives.
• Demonstrated experience managing multiple executive calendars and priorities across several functions or business areas.
• Strong experience coordinating complex domestic and international travel, executive meetings, events, and external stakeholders.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Experience handling confidential information, sensitive personnel matters, financial or commercial documents, and time-critical approvals with discretion.
• Ability to lift up to 20 pounds and perform the physical activities described for the role, with reasonable accommodation where applicable.
• Must complete employment eligibility verification upon hire.
• Must meet applicable Federal Pipelines Regulation drug and alcohol testing standards.

Nice To Haves

• Experience with Workday, SAP, Concur, DocuSign, ServiceNow, or similar platforms.
• Experience in energy, infrastructure, finance, professional services, or another complex, highly regulated environment.
• Experience leveraging AI-enabled tools to enhance work efficiency.
• Notary commission or willingness to obtain one, based on business needs.

Responsibilities

• Provide direct administrative support to multiple senior executives, including the CFO, EVPs, and SVPs.
• Manage complex calendars, align daily priorities, coordinate recurring leadership meetings, and handle last-minute schedule changes.
• Provide backup support for CEO/COO and Board-related activities when the Senior Executive Assistant is absent.
• Manage frequent domestic and international travel, including flights, hotels, ground transportation, visas, security notifications, and detailed itineraries.
• Coordinate high-complexity trips involving multiple countries, carriers, executives, external stakeholders, and changing schedules.
• Support industry conferences, investor roadshows, customer meetings, and site visits.
• Track travel rebooking, ticket credits, fare changes, and related expense reconciliation.
• Coordinate with investors, banks, customers, joint-venture partners, external counsel, executive search firms, and government stakeholders.
• Support Board and Board of Managers meetings, director searches, financing calls, investor calls, and owner-facing sessions.
• Handle confidential profiles, interview logistics, and time-sensitive executive and Board communications.
• Coordinate executive signatures, wet-ink documents, DocuSign packages, financing documents, purchase requisitions, budget adjustments, and notarial services.
• Confirm required legal, budget, and Delegation of Authority approvals before routing documents.
• Support expense reporting and remediation, including complex and high-value reports.
• Produce recurring status reports and executive materials.
• Maintain recurring business processes, SharePoint libraries, reporting tools, and workflow controls.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior