Lead Administrative Assistant

Chevron•Houston, LA

About The Position

The Lead Administrative Assistant serves as a trusted partner to the BAEC Leadership Team and Houston-based headquarters staff, providing proactive, confidential, high-quality administrative support. Reporting to the BAEC Executive Advisor and working closely with the BAEC Executive Assistant, this role supports leadership effectiveness through organization, anticipation of needs, and coordination of day-to-day operations. The successful candidate is expected to demonstrate sound judgment, professionalism, discretion, and a commitment to an outstanding customer experience while helping the organization operate efficiently.

Requirements

High school diploma or equivalent.
Proficiency with Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.
Proficiency with CTREX.
Verbal and written communication, multitasking, customer service, and interpersonal skills.
Ability to work independently, manage multiple priorities effectively, and adapt quickly to new business requirements or rapidly changing needs.
Ability to keep information organized and confidential.

Nice To Haves

Experience supporting senior executives or leadership teams.
Demonstrated ability to lead administrative processes.
Experience with budgeting, reporting, or business operations coordination.
Strong analytical and problem-solving capability.

Responsibilities

Coordinate and optimize executive calendars, meeting logistics, travel arrangements, expense reporting, and virtual collaboration tools.
Prioritize requests and activities according to business and leadership needs while adapting to a dynamic environment.
Handle confidential and sensitive information professionally and discreetly.
Coordinate domestic and international travel, including itineraries, transportation, visa support, and related logistics; identify and resolve travel-related issues.
Plan and execute leadership meetings, workshops, events, and site visits, including venue coordination, catering, vendor engagement, contracts, and cost management.
Coordinate meeting logistics, materials, and technology requirements.
Provide a professional experience for internal and external visitors, including executives, partners, and government officials; coordinate access, workspace, meetings, and on-site support.
Maintain department distribution lists and support administration of Teams, SharePoint, intranet, and other collaboration platforms.
Build effective working relationships with administrative networks, business partners, and support organizations to facilitate execution and resolve problems.
Partner with Corporate Real Estate, Information Technology, and other support teams on office, equipment, facilities, and access needs.
Coordinate office space planning, floor plan updates, workspace setup, and office moves in partnership with Corporate Real Estate.
Maintain office and event supplies.
Manage departmental purchases and reconcile P-card expenses accurately and on time.
Monitor event and service expenditures and identify cost-optimization opportunities.
Coordinate employee and contractor onboarding and offboarding, including equipment, SmartBadges, workspace, and system access.
Support a positive employee experience through effective coordination and communication.
Provide backup executive administrative support during assistants' vacations, absences, or peak workload periods, including calendar management, travel coordination, and meeting planning.