Executive Administrative Assistant

Job Description:

POSITION SUMMARY

The Executive Administrative Assistant provides high-level administrative and coordination support for leadership roles with primary emphasis on supporting Operations leadership and related business priorities. This role combines traditional executive administration with cross-functional project coordination and requires strong organizational judgment, advanced technical proficiency, and the ability to drive alignment across teams. The ideal candidate thrives in a fast-paced, ambiguous environment - managing complex calendars, facilitating communication across leadership teams, and supporting strategic initiatives with discretion, efficiency, and flexibility to support other business groups and priorities as assigned.

KEY RESPONSIBILITIES

EXECUTIVE & LEADERSHIP SUPPORT

• Provide administrative support to Operations leadership and related stakeholders, including calendar management, meeting coordination, and travel arrangements, with flexibility to support additional business groups as assigned

• Manage monthly expense reconciliation and travel bookings, optimizing routes and adhering to policies

• Draft executive slide decks

• Serve as a primary point of contact for internal and external stakeholders, ensuring timely and professional communication on behalf of assigned leaders and supported teams

• Handle sensitive and confidential information with the utmost discretion

PROJECT & OPERATIONS COORDINATION

• Coordinate schedules, resources, and communications for Operations-focused and cross-departmental projects, ensuring alignment with business goals and strategic priorities

• Manage project documentation and deliver timely insights to guide decision-making and operational improvements

• Support organization-wide initiatives and team meetings, including agenda preparation and follow-up actions

• Maintain current contact lists and shared documentation

• Perform other duties as assigned to support evolving business and organizational needs

TECHNOLOGY & TOOLS MANAGEMENT

• Leverage the Microsoft Office Suite (Excel, PowerPoint, and Word with advanced formatting) to create polished documents, presentations, and dashboards

• Use collaboration and workflow tools such as Outlook, Microsoft Teams, and others to manage day-to-day responsibilities efficiently

REQUIRED QUALIFICATIONS

• Bachelor's degree and five (5) or more years of related work experience

• In lieu of bachelor's degree, high school diploma/GED and ten (10) or more years of related work experience

DESIRED QUALIFICATIONS

• Five (5) or more years of experience supporting C-suite or senior-level executives in a fast-paced corporate environment

• Proven success managing cross-functional projects and executive-level communications

• Experience or familiarity with Concur or similar travel/expense platforms

• Strong written and verbal communication skills, with a high level of professionalism

• Exceptional organizational, multitasking, and problem-solving abilities

• Advanced proficiency in Microsoft Office Suite

• A strategic thinker who can anticipate needs and take initiative

• Comfortable navigating ambiguity and shifting priorities

• Demonstrated ability to build relationships across all levels of the organization

• Discreet, trustworthy, and able to maintain confidentiality at all times

WORKING CONDITIONS

• Standard office environment; occasional extended hours to support executive schedules and deadlines

• On-site

Additional Information:

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Deriva welcomes veterans of the United States Armed Forces to apply for this position. Deriva includes veterans of all branches and a diverse set of occupational specialties. We value the independent thinking, problem solving, leadership, and teamwork that our veterans have developed through their service. We welcome applications from any service and any military occupational specialty.

Deriva Energy is an Equal Opportunity and Affirmative Action Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to their race, color, creed, religion, national origin, citizenship status, ancestry, sex, age, physical or mental disability, marital status, family responsibilities, pregnancy, genetic information, sexual orientation, gender expression, gender identity, transgender, sex stereotyping, protected veteran or military status, and other categories protected by federal, state or local law.