Administrative Assistant

About the role

4-month contract position in Houston, TX supporting a major Oil and Gas company on a secured executive floor.

Responsibilities

• Manage conference room bookings and floor activities.
• Control access to the secured 49th floor and oversee the visitor management system in accordance with enhanced security protocols.
• Maintain executive areas, including the refrigerator and conference rooms.
• Handle mailings and enter floor maintenance requests.
• Provide support to other assistants, with priority given to relief coverage for the Upstream President and DM&C President desks.
• Manage distribution lists.
• Assist with high-level events and meetings on the 49th floor, including catering coordination.
• Perform other miscellaneous administrative tasks.

Additional Responsibilities

• Emergency Preparedness: Familiarity with building safety protocols and ability to assist during drills or incidents.
• Technology Support: Basic troubleshooting for conference room AV equipment.
• Vendor Coordination: Liaise with catering and maintenance vendors for events and repairs.

Requirements

• Minimum 8–10 years of receptionist or administrative experience.
• Executive-level support experience, including C-Suite exposure within a large company.
• Understanding of corporate office settings and professional appearance.
• Strong organizational and multitasking skills.
• Excellent verbal and written communication.
• Proficiency in Microsoft Office Suite and visitor management systems.
• Experience using or willingness to be trained on CoPilot (AI tool) to leverage and influence its use.
• Ability to maintain confidentiality and handle sensitive information.
• Professional demeanor and polished appearance.

Skills

• Confident using AI/Copilot and leading digital development.
• Top executive communication and leadership skills.