26-084.U1 - Executive Administrative Assistant

Essential Job Responsibilities

• Proactively manage the executive’s complex calendar, prioritizing and coordinating meetings, appointments, and events to optimize time and ensure alignment with business priorities.
• Schedules all meetings and appointments; provides all telephone support, including screening; greets visitors on behalf of the executive and Harvest Midstream team.
• Independently prioritizes, plans, coordinates, and/or oversees logistics (audio visuals, hotel, flights, catering, etc.) for meetings (onsite and off-site) with individuals and entities internal and external to the company.
• Support executives with various projects including communication, file management, invoice management and tracking, creating, and updating forms, filing agreements, creating spreadsheets and power point presentations, and other similar functions as directed.
• Manage office supply inventory and departmental needs, including coordinating orders and serving as a liaison for resolving IT and technology-related issues to ensure uninterrupted team operations.
• Maintain the highest level of confidentiality in handling sensitive personal, financial, and business information, always exercising sound judgment and discretion.
• Coordinate complex travel arrangements and develop detailed, customized itineraries to ensure efficient and seamless executive travel experiences.
• Respond effectively to last-minute changes, urgent issues, or scheduling disruptions with professionalism and agility, ensuring continuity of operations under pressure.
• Coordinate executive or company-wide events such as employee recognition ceremonies, leadership offsites, and milestone celebrations on behalf of the C-suite.
• Provide mentorship, guidance, and informal leadership to other administrative professionals, promoting best practices, fostering collaboration, and supporting consistency and excellence across the broader administrative team.

Qualifications

• Minimum of 10 years of administrative experience with at least 5 of those being executive-level office experience, with a demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
• Maintains composure under stressful conditions and handles complex problems with minimal supervision.
• Ability to establish and maintain effective working relationships with employees, supervisors, other departments, officials, external clients, business partners, prospective business partners and the public.
• Excellent written and verbal communication skills.
• Outstanding administrative and organizational skills.
• Proficiency in the use and application of the following software: Microsoft Office Excel, Word, Outlook and PowerPoint; Adobe (Preferred).