Executive Assistant

Oceaneering•Houston, TX

9h•Hybrid

About The Position

The Administrative Assistant role has been created to provide administrative, operational, coordination, and communications support primarily to the CITO and her IT leadership team and to the broader IT organization to help ensure effective execution of business priorities.

Requirements

High School Diploma
Administrative Assistant experience (preferably supporting an IT team)
Proficiency in Microsoft Office (Word, Excel, and advanced PowerPoint skills)
Experience with standard email and internet systems
Must be able to maintain confidentiality with sensitive information
Excellent oral and written communication skills
Excellent telephone skills
Evidence of strong organizational skills

Nice To Haves

Associates Degree preferred
Experience working for senior level managers (Director and above)
Experience in related industry
Three years of project support and planning/scheduling experience.
PeopleSoft and Visio experience (but not required)
Working knowledge of document control systems and project design
Experience working with ERP and Copilot (but not required)

Responsibilities

Executive Scheduling Support: Work directly with the CITO to proactively manage her calendar, priorities, and scheduling requirements to maximize leadership effectiveness and align with strategic objectives.
Administrative: Assist the team with meetings, workshops, strategic planning sessions, and other leadership group meetings and offsites. This includes coordinating agendas, pre-read materials, decision documentation, follow-up activities, and arranging catering for leadership workshops, meetings, and other project meetings as needed. Act as a point of contact for visitors and workshop attendees.
Logistics Support: Assist the ITLT in arranging travel, accommodations, and expense reporting (if needed) afterward. Act as a point of contact to assist in resolving any issues that arise during travel.
Communication: Support the CITO and ITLT in preparing, coordinating, formatting, and distributing communications, project updates, organizational announcements, presentations, and leadership messaging.
Stakeholder Engagement: Build and maintain productive working relationships with executive assistants, leadership teams, business stakeholders, and external partners to facilitate effective communication and collaboration.
Operational Coordination: Provide operational support for the CITO and IT Leadership Team by coordinating activities across IT, Finance, Procurement, HR, Supply Chain, and other business functions. Track and follow up on requests, deliverables, and administrative activities to help ensure timely completion of leadership priorities.
Reporting: Support the CITO in generating management reports and assist in preparing presentations for leadership and project sponsors.
Leadership Priorities & Documentation: Work with the ITLT to monitor and track leadership priorities and key deliverables, supporting timely execution and visibility into organizational commitments. Organize, maintain, and update related documentation (e.g., meeting minutes, agendas, action item logs, deliverables, key follow-up items, decision records, and status reports) in Microsoft Teams, SharePoint, project management systems, shared drives, or other enterprise systems.
Confidentiality: Handle sensitive information with discretion and maintain confidentiality at all times.
Support the CITO with other administrative tasks as needed on a daily basis.