Executive Assistant

Full Job Description

Executive Assistant Job Description

Company Overview

RK Services, a leader in oil and gas wellhead services, delivers innovative solutions to clients through our experienced service teams. We are seeking a highly organized and proactive Executive Assistant to support our leadership, streamline operations, and drive efficiency in a fast-paced environment.

Job Title

Executive Assistant

Job Type

Full-Time

Position Summary

The Executive Assistant will provide high-level administrative and operational support to the President of the company, focusing on email management across multiple inboxes, administrative tasks including invoicing, meeting coordination, and task prioritization. This role requires exceptional organizational skills, the ability to represent the executive in select meetings, and proficiency in managing sensitive information with discretion. The ideal candidate is a proactive problem-solver with strong communication skills and experience in oil and gas or similar industries.

Key Responsibilities

• Email Management: Manage multiple executive inboxes, prioritizing and responding to emails, flagging critical items, and organizing correspondence to ensure timely follow-up.
• Administrative Tasks: Handle administrative duties, including preparing documents, managing files, and processing invoices using tools like QuickBooks to support accurate billing and financial workflows.
• Task and Schedule Management: Keep the executive on task by proactively managing daily schedules, sending reminders for meetings and deadlines, and ensuring alignment with priorities.
• Meeting Coordination and Representation: Schedule and organize meetings, prepare agendas, take detailed minutes, and follow up on action items. Represent the executive in select internal or external meetings, communicating decisions and gathering feedback as needed.
• Invoicing Support: Assist with creating, reviewing, and tracking invoices, ensuring alignment with customer onboarding processes and payment terms (e.g., MSAs). Coordinate with accounting teams to resolve discrepancies.
• Confidentiality and Discretion: Handle sensitive information, such as client contracts or financial data, with the highest level of professionalism and confidentiality.
• Proactive Problem-Solving: Anticipate the executive’s needs, identify potential bottlenecks (e.g., scheduling conflicts or delayed invoices), and propose solutions to streamline workflows.
• Project Support: Assist with special projects, such as customer onboarding coordination or preparing client-facing materials, leveraging industry knowledge where applicable.

Qualifications

• Experience: 2+ years as an Executive Assistant or in a similar administrative role, with demonstrated success managing multiple inboxes and invoicing processes.
• Education: Bachelor’s degree preferred, or equivalent combination of education and experience.
• Technical Skills: Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), QuickBooks, and Google Workspace. Experience with virtual meeting platforms (e.g., Zoom, Microsoft Teams) and invoicing tools. Familiarity with CRM systems or project management software (e.g., Salesforce, Asana) is a plus.
• Communication Skills: Exceptional written and verbal communication skills, with the ability to represent the executive professionally in meetings and correspondence.
• Organizational Skills: Strong attention to detail, with the ability to prioritize tasks, manage multiple deadlines, and keep the executive on track in a fast-paced environment.
• Interpersonal Skills: High emotional intelligence, with a collaborative and adaptable approach to working with teams, clients, and stakeholders.
• Problem-Solving: Ability to anticipate needs, resolve issues independently, and manage competing priorities effectively.
• Confidentiality: Proven ability to handle sensitive information with integrity.

Preferred Qualifications

• Experience in oil and gas services, particularly wellhead operations, completions, or customer onboarding processes.
• Familiarity with Master Service Agreements (MSAs), payment terms, or industry-specific workflows.
• Experience with high energy executives.

Job Responsibilities

Key Responsibilities

• Email Management: Manage multiple executive inboxes, prioritizing and responding to emails, flagging critical items, and organizing correspondence to ensure timely follow-up.
• Administrative Tasks: Handle administrative duties, including preparing documents, managing files, and processing invoices using tools like QuickBooks to support accurate billing and financial workflows.
• Task and Schedule Management: Keep the executive on task by proactively managing daily schedules, sending reminders for meetings and deadlines, and ensuring alignment with priorities.
• Meeting Coordination and Representation: Schedule and organize meetings, prepare agendas, take detailed minutes, and follow up on action items. Represent the executive in select internal or external meetings, communicating decisions and gathering feedback as needed.
• Invoicing Support: Assist with creating, reviewing, and tracking invoices, ensuring alignment with customer onboarding processes and payment terms (e.g., MSAs). Coordinate with accounting teams to resolve discrepancies.
• Confidentiality and Discretion: Handle sensitive information, such as client contracts or financial data, with the highest level of professionalism and confidentiality.
• Proactive Problem-Solving: Anticipate the executive’s needs, identify potential bottlenecks (e.g., scheduling conflicts or delayed invoices), and propose solutions to streamline workflows.
• Project Support: Assist with special projects, such as customer onboarding coordination or preparing client-facing materials, leveraging industry knowledge where applicable.

Job Requirements

• Experience: 2+ years as an Executive Assistant or in a similar administrative role, with demonstrated success managing multiple inboxes and invoicing processes.
• Education: Bachelor’s degree preferred, or equivalent combination of education and experience.
• Technical Skills: Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), QuickBooks, and Google Workspace. Experience with virtual meeting platforms (e.g., Zoom, Microsoft Teams) and invoicing tools. Familiarity with CRM systems or project management software (e.g., Salesforce, Asana) is a plus.
• Communication Skills: Exceptional written and verbal communication skills, with the ability to represent the executive professionally in meetings and correspondence.
• Organizational Skills: Strong attention to detail, with the ability to prioritize tasks, manage multiple deadlines, and keep the executive on track in a fast-paced environment.
• Interpersonal Skills: High emotional intelligence, with a collaborative and adaptable approach to working with teams, clients, and stakeholders.
• Problem-Solving: Ability to anticipate needs, resolve issues independently, and manage competing priorities effectively.
• Confidentiality: Proven ability to handle sensitive information with integrity.

Preferred Qualifications

• Experience in oil and gas services, particularly wellhead operations, completions, or customer onboarding processes.
• Familiarity with Master Service Agreements (MSAs), payment terms, or industry-specific workflows.
• Experience with high energy executives.

Skills Required

• Email Management - Intermediate
• Administration - Intermediate
• Business Administration - Intermediate
• Finance - Beginner
• Time Management & Study Skills - Intermediate

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