Executive Assistant - Onsite

𝐓𝐢𝐭𝐥𝐞: Executive Assistant - Onsite

𝐌𝐚𝐧𝐝𝐚𝐭𝐨𝐫𝐲 𝐬𝐤𝐢𝐥𝐥𝐬:

administrative support,

Microsoft 365 applications, Outlook, Teams, Word, Excel, PowerPoint,

executive calendars, travel arrangements, domestic travel, international travel,

event logistics, venue arrangements, administrative procurement processes,

business operations, SAP Ariba, Fieldglass, Concur, business systems,

𝐃𝐞𝐬𝐜𝐫𝐢𝐩𝐭𝐢𝐨𝐧:

Executive Assistant

Seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to three senior leaders within the Sales and Commercial Leadership team. This role will serve as a trusted business partner, managing complex calendars, coordinating travel, supporting customer-facing events, and ensuring smooth day-to-day operations across a geographically dispersed leadership team.

The ideal candidate will possess strong communication skills, exceptional attention to detail, and the ability to work independently in a fast-paced environment while interacting professionally with internal stakeholders, customers, and external vendors.

Key Responsibilities

Provide dedicated executive administrative support to three senior leaders located across Houston and London.

Manage complex calendars, schedule meetings, and coordinate activities across multiple time zones.

Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.

Process travel and expense reports and support related administrative activities.

Coordinate meetings, conference rooms, and executive-level business engagements.

Serve as a liaison between executives, internal stakeholders, customers, and external vendors.

Support planning and execution of customer meetings, conferences, leadership events, and other business functions.

Coordinate event logistics, including venue arrangements, communications, attendee management, and meeting materials.

Assist with vendor coordination and administrative procurement processes as needed.

Maintain confidentiality while handling sensitive business information and executive communications.

Anticipate administrative needs and proactively resolve scheduling and operational issues.

Support day-to-day office and organizational activities to ensure efficient business operations

Expected Role Challenges

Managing calendars and requirements from three different executives in different work locations

Essential Requirements of the Role

Required Qualifications

Minimum 5-8 years of Executive Assistant, Senior Administrative Assistant, or related experience supporting senior leaders.

Proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, and PowerPoint.

Experience managing complex executive calendars and travel arrangements.

Strong organizational, prioritization, and multitasking skills.

Excellent verbal and written communication skills.

Demonstrated ability to work effectively with stakeholders at all levels of an organization.

High level of professionalism, discretion, and confidentiality.

Bachelor's degree preferred; equivalent combination of education and relevant experience will be considered.

Preferred Qualifications

Prior experience supporting multiple executives simultaneously.

Experience within the oil and gas, energy, or industrial sector.

Knowledge of SAP Ariba, Fieldglass, Concur, or similar business systems.

Experience coordinating customer events, conferences, and executive meetings.

Experience working with geographically distributed teams and international stakeholders.

Desirable Attributes

Executive presence and professionalism

Strong relationship-building skills

Attention to detail

Problem-solving and critical thinking

Soft Skills

Initiative and accountability

Customer-service mindset

Adaptability and flexibility

Ability to manage competing priorities in a dynamic environment

Education

Bachelor's degree or equal experience

Industry Background or Experience

Oil & Gas Industry experience preferred

VIVA USA is an equal opportunity employer and is committed to maintaining a professional working environment that is free from discrimination and unlawful harassment. The Management, contractors, and staff of VIVA USA shall respect others without regard to race, sex, religion, age, color, creed, national or ethnic origin, physical, mental or sensory disability, marital status, sexual orientation, or status as a Vietnam-era, recently separated veteran, Active war time or campaign badge veteran, Armed forces service medal veteran, or disabled veteran. Please contact us at for any complaints, comments and suggestions.

𝐂𝐨𝐧𝐭𝐚𝐜𝐭 𝐃𝐞𝐭𝐚𝐢𝐥𝐬 :

Account co-ordinator: Sekhar Radhakrishnan

VIVA USA INC.

3601 Algonquin Road, Suite 425

Rolling Meadows, IL 60008