Executive Assistant to CEO

Executive Assistant to CEO

Bell & Associates, Inc. is seeking a highly organized and discreet Executive Assistant to support the CEO and Founder and Principal.

Responsibilities

• Provide comprehensive administrative and operational support to the CEO, Founder, and Principal.
• Manage confidential and time-sensitive responsibilities for smooth day-to-day operations.
• Coordinate complex calendars, including meetings, appointments, and podcast recordings.
• Support workplace operations in coordination with building management.
• Facilitate conference sponsorships and attendance, including travel arrangements.
• Partner with Marketing to support executive-driven initiatives and special projects.
• Review and proofread marketing materials and company communications.
• Manage assigned projects and tasks within Asana for timely execution.
• Organize and book company-wide travel arrangements, negotiating preferred rates.
• Prepare, review, and submit expense reports; reconcile corporate credit card receipts.
• Support HR and legal processes by drafting employment agreements, NDAs, etc.
• Provide oversight of the Receptionist/Office Manager.
• Regularly cover for the Receptionist/Office Manager as needed.
• Assist with general office operations to maintain continuity and professionalism.
• Maintain strict confidentiality and discretion in all matters.
• Comply with all company policies and procedures.
• Perform additional duties as assigned.

Requirements

• Experience supporting executives or operations in the oil and gas industry is required.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Excel proficiency sufficient to navigate, organize, filter, and manipulate data.
• Demonstrated ability to draft, proofread, and distribute professional business correspondence.
• Proven experience coordinating and booking travel (flights, hotels, ground transportation).
• Strong written and verbal communication skills.
• High level of organizational skill with the ability to manage multiple priorities.
• Exceptional attention to detail and accuracy.
• Ability to exercise discretion, professionalism, and sound judgment with confidential information.
• Comfort working cross-functionally with various teams.
• Ability to work independently, anticipate needs, and adapt in a fast-paced environment.

Key skills/competency

• Executive Support
• Calendar Management
• Travel Coordination
• Expense Reporting
• Confidentiality
• Microsoft Office Suite
• Communication Skills
• Organizational Skills
• Attention to Detail
• Oil and Gas Industry