Executive Assistant

Job Description

The Executive Assistant effectively and efficiently coordinates administrative activities for NGL’s Water Solutions’ executive management team.  The Executive Assistant acts with a sense of urgency while ensuring accuracy and excellence in the execution of administrative tasks.  Working in a dynamic, fast-paced environment, this position operates with discretion, confidentiality and professionalism at all times, becoming a trusted assistant to the Executive Vice President and the Senior Vice President/Chief Operating Officer. 

Duties & Responsibilities (Essential functions are identified in bold and italicized text below.)

• Must work safely at all times.

• Perform accurate timekeeping in HR management system and submit on time per payroll deadlines.

• Directly support the EVP and the SVP/COO of NGL’s Water Solution business segment, coordinating and executing day to day administrative activities and special projects.

• Assist visiting NGL executives and Water Solutions managers with travel and meeting arrangements, document/spreadsheet development, and general administrative tasks.

• Coordinate scheduling, meeting arrangements, travel and events.

• Field and route phone calls.

• Respond to general requests.

• Partner with the Front Desk on mutual activities including adequate administrative and phone coverage (may serve as backup), visitors, conference room scheduling and office events. Monitors and reports building/facility/maintenance issues on the 5th floor to the Front Desk; coordinate office supply orders, and mailing and shipping, through the Front Desk.

• Regular attendance at the worksite is required.

• Maintain tight file management system and organization.

• Create, edit and produce documents, spreadsheets, and presentations including printing, scanning, binding, etc.

• Plan and prepare for office visitors.

• Arrange refreshments and lunches as needed; may use personal vehicle to pick up lunches.

• Run errands as assigned.

• Manage expense reporting; collect, organize and maintain receipts; enter and submit expenses.

• Work on special projects as assigned.

• Perform general administrative tasks, such as data entry, filing, organizing and associated tasks.

Position Qualifications

Knowledge, Skills and Abilities

• Demonstrated ability to discern sensitive matters and confidential information, applying discretion at all times.

• Exceptional interpersonal and communication skills (verbal and written); ability to proof- read and edit documents for grammar and syntax.

• Strong administrative and organizational capabilities with high detail orientation and excellent time management skills.

• Impeccable customer service skills, with a demonstrated understanding of the business needs unique to the executive suite.

• Expertise in Microsoft Office: Outlook, Teams, Word, Excel and PowerPoint. Advanced knowledge a plus (e.g., mail merge, table of contents, pivot tables, V lookups).

• Experience working with large-scale enterprise information systems, such as accounting systems, sales tracking systems, and HR Information Systems (HRIS).

• Demonstrated ability to learn new technology tools quickly.

• Competence operating business tools and equipment (i.e., printers, copiers and binding machines).

• Demonstrated ability to thrive in a high demand, dynamic environment.

• Demonstrated ability to work on multiple tasks amid shifting priorities while producing high-quality, accurate work.

• Demonstrated ability to maintain stability under pressure and be flexible; willingness to modify plans as necessary based on business needs.

• Demonstrated ability to be a positive representative of the Company both internally and externally.

• Demonstrated ability to work with respect and cooperation at all times with fellow employees and customers.

• Must be dependable with a stable work history.

Experience/Education

• High school diploma / GED or equivalent experience is required.

• Requires a valid driver’s license and acceptable driving record.

• Minimum of 3 years of experience working in an administrative capacity in a corporate environment is required; direct experience supporting executive-level management is preferred.

• Notary Public designation is a plus.

Travel

Up to 10% travel required. 

Physical Requirements

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee must occasionally position, transport and/or move up to 25 pounds.

• While performing the duties of this Job, the employee is regularly required to:

  • Stand; walk;

  • Be stationary for long periods of time;

  • Use hands to finger, handle, or feel;

  • Communicate with and exchange information verbally and in writing;

  • Move about in an office environment;

  • Work using repetitive motion.

• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

• Work requires physical efforts associated with using the computer and phones to access information.

Working Environment

The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this Job, the employee is regularly in an office environment.

• The noise level in the work environment is usually quiet to moderate.

• This position is required to be performed at the work site during regularly scheduled hours.  Physical presence at the work site is required. 

This job description is not intended to describe in detail the multitude of tasks that may be assigned, but rather to provide the incumbent with a general sense of the responsibilities and expectations of his/her position. It is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.  As the nature of business demands change so, too, may the essential functions of this position.

The actual compensation offered may vary based on relevant factors as determined in NGL’s discretion, which may include experience, qualifications, skill set, and other criteria deemed pertinent to the role.

A discretionary bonus may be available based upon performance.

NGL offers the following benefits: 

Paid time off; medical, dental, vision, and life insurance; short-term and long-term disability insurance; retirement plan with company match; flexible spending account; employee assistance program.

NGL reserves the right to modify the benefits it offers from time to time.

NGL is proud to be an Equal Opportunity Employer. NGL will consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, status as a protected veteran, or any other characteristic protected by applicable law.

NGL is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. Please contact us at [email protected] to request an accommodation due to a disability.

NGL participates in the federal E-Verify program. To learn more about E-Verify, please visit: http://www.e-verify.gov.#IND1

Compensation Range

Annual Salary: $65,000.00 - $95,000.00