Position Summary

The Executive Assistant (EA) to the President provides high-level administrative, operational, and confidential support in a fast-paced commodities trading environment. This role requires exceptional attention to detail, a consistently positive attitude, and the flexibility to “wear many hats” across scheduling, communications, travel, office coordination, and special projects. The ideal candidate is proactive, highly organized, service-minded, and comfortable working with shifting priorities while maintaining discretion and professionalism.

Key Responsibilities

Executive support: Manage complex calendar scheduling, meeting preparation, follow-ups, and action-item tracking for the President.
Inbox and communications: Draft, edit, and proofread emails, memos, and correspondence; prioritize messages and route requests appropriately.
Travel coordination: Arrange domestic and international travel, including itineraries, lodging, ground transportation, and expense documentation.
Meeting and event logistics: Coordinate internal and external meetings (in-person/virtual), prepare agendas and materials, take notes as needed, and ensure timely distribution of outcomes.
Confidentiality and discretion: Handle sensitive information related to ownership, trading activities, counterparties, banking, legal matters, and personnel with strict confidentiality.
Document and records management: Maintain well-organized digital and physical files; ensure accuracy in contracts, NDAs, presentations, and operational documents (as assigned).
Office and vendor coordination: Support day-to-day office needs; liaise with vendors and service providers; assist with ordering and basic facilities coordination.
Operational support: Assist with administrative tasks that support trading/operations teams (e.g., coordination, tracking, and documentation), as needed.
Expense reporting: Prepare and reconcile expenses, invoices, and reimbursements; support basic bookkeeping coordination with accounting, as directed.
Special projects: Provide project coordination support, research, and presentation preparation; anticipate needs and propose solutions.
Relationship management: Serve as a professional point of contact for customers, suppliers, brokers, bankers, legal counsel, and other external partners.

Required Qualifications

Demonstrated attention to detail with strong proofreading, formatting, and follow-through skills.
Consistently positive, professional attitude with a service-oriented approach.
Strong organizational skills with the ability to manage competing priorities and shifting deadlines.
High discretion and sound judgment with confidential information.
Excellent written and verbal communication skills.
Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and virtual meeting tools.
Ability to work independently, anticipate needs, and solve problems without requiring constant direction.

Preferred Qualifications

Comfort working with legal/contract documents (e.g., NDAs, service agreements) and maintaining version control.
Advanced Excel skills (filters, pivots, basic formulas) for tracking and reporting.

Core Competencies

Detail-driven execution: Notices what others miss; produces accurate, polished work.
Positive, steady presence: Maintains composure, professionalism, and optimism under pressure.
Proactive ownership: Anticipates needs, closes loops, and drives tasks to completion.
Adaptability: Comfortable switching between strategic support and hands-on administrative work.
Strong prioritization: Understands urgency vs. importance; keeps the President focused on the highest-value items.
Relationship and diplomacy: Communicates clearly and respectfully with internal teams and external partners.

Work Environment & Schedule

This position is based in Houston, TX and is hybrid (4 days in office – Fridays work from home). Some schedule flexibility may be required to support business needs, including early/late meetings and occasional travel coordination. The role involves frequent collaboration with the President and cross-functional teams.

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