26-084.U1 - Executive Administrative Assistant

Job description

Job Objective: The Executive Assistance will provide administrative and general support to company executives. The EA will support Harvest Midstream, and work across other Hildebrand Enterprise companies and executives, to ensure a smooth flow of communications and appointments as needed. The EA must be capable of interacting effectively across multiple stakeholders at all levels, demonstrate proactive approach and execute a wide range of complex and confidential administrative, personal, and operational tasks. This role handles frequently changing daily events and must be available for meetings and events that take place in the evenings. The EA serves as the problem-solving point person over a wide variety of matters. This position effectively handles a broad range of issues for all members of the Harvest Midstream team in a busy and demanding environment through demonstrated ability to lead and work collaboratively in teams as well as independently. The EA is highly strategic and facilitative and requires a combination of focus and flexibility as well as a willingness to play an active, behind-the-scenes role. The position frequently handles special projects as directed. The ideal individual is highly resourceful with strong emotional intelligence, self-motivation, and strong analytical skills. 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. Serve as a professional point of contact for external customers, business partners, and prospective clients, fostering strong relationships and representing the executive office with discretion and professionalism. Coordinate complex travel arrangements and develop detailed, customized itineraries to ensure efficient and seamless executive travel experiences. Act as a strategic gatekeeper by filtering requests, minimizing scheduling conflicts, and ensuring the executive’s time is aligned to the most critical activities. 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. Other Job Responsibilities: Demonstrate commitment to company core values — Integrity, Ownership, Urgency, Alignment, and Innovation — in all daily responsibilities and interactions. Actively support and contribute to the company’s mission and vision through reliable, high-quality work Other duties as assigned by management. 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. Ability to complete multiple, diverse tasks of differing priorities without close supervision. Excellent written and verbal communication skills. Outstanding administrative and organizational skills. Proficiency in the use and application of the following software: Required: Microsoft Office Excel, Word, Outlook and PowerPoint; Adobe Preferred: SAP, iManage or other similar document management systems Education Requirements, Certifications, Licenses, and Registrations: Required : Associate or bachelor’s Degree from an accredited four-year university or college. Preferred: Notary public.