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administrative assistant (entry-level) Jobs in Houston

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executive administrative assistant

executive assistant

Baker Hughes

<div><div>Executive Assistant
Enabling Executive Effectiveness Through Trusted Partnership and Operational Excellence 
Delivering High‑Impact Administrative and Governance Support in a Fast‑Paced Environment
Partner with the best
Baker Hughes is a global energy technology company serving the oil and gas sector across more than 120 countries. The Compliance and Corporate Secretary function plays a vital role in supporting strong governance, regulatory compliance, and ethical business practices across the enterprise. The team works closely with executive leadership, the Board of Directors, and key stakeholders to ensure transparency, accountability, and operational excellence.
Fuel your passion
The Executive Assistant provides high‑level administrative and operational support to the VP, Chief Compliance Officer &amp; Corporate Secretary. This is a high‑profile, fast‑paced role that requires sound judgment, discretion, and exceptional organizational skills. The position enables executive effectiveness by managing complex schedules, coordinating governance activities, and supporting critical meetings and deliverables. By anticipating needs and navigating competing priorities, the Executive Assistant plays a key role in ensuring seamless execution across compliance, legal, and corporate governance activities.<div>
As an Executive Assistant, you will be responsible for: 
<ul><li>Exercising strong judgment and discretion in prioritizing requests, managing competing deadlines, and escalating issues appropriately.</li><li>Managing complex calendars and schedules, proactively identifying and resolving conflicts and preparing materials in advance of meetings.</li><li>Coordinating domestic and international travel, including itineraries, logistics, and preparation and submission of expense reports.</li><li>Scheduling and supporting Board and committee meetings by coordinating calendars, preparing agendas and materials, and tracking follow‑up actions.</li><li>Supporting key corporate events, annual meetings, and external meetings with investors, Board members, and other stakeholders.</li><li>Tracking and helping drive completion of key deliverables across the team, ensuring deadlines and commitments are met.</li><li>Preparing, coordinating, and managing execution of documentation requests and other time‑sensitive materials.</li><li>Coordinating notarizations and related documentation, including scheduling signings, preparing required materials, and tracking completion; serving as a commissioned Notary Public or obtaining Notary and eNotary commission as required.</li><li>Managing departmental budget and spend, including tracking expenses against the approved budget and serving as the point of contact for invoice management; setting up and managing matters in Legal Tracker, liaising with law firms on invoice questions, reviewing invoices for accuracy, and ensuring timely processing and resolution.</li><li>Organizing and maintaining electronic and physical files, records, and documentation in accordance with internal standards.</li><li>Working in the office a minimum of three days per week, independently or alongside colleagues who are hybrid or remote.</li><li>Performing additional duties and special projects as assigned.</li></ul></div>
To be successful in this role you will:<ul><li>Have a bachelor&rsquo;s degree or equivalent work experience.</li><li>Have a minimum of 5 years of experience as an Executive Assistant, preferably within a multinational organization.</li><li>Have experience supporting senior executives, Boards, or Corporate Secretary functions, which is preferred.</li><li>Have advanced technology skills and strong digital literacy, with the ability to quickly adapt to new systems and tools.</li><li>Demonstrate a calm, positive, and solutions‑oriented approach when navigating new challenges and high‑pressure situations.</li><li>Have strong organizational skills with excellent written and verbal communication abilities.</li><li>Have high personal integrity and sound judgment, with the ability to discreetly handle highly confidential and sensitive information.</li><li>Have advanced proficiency in M365 applications (Outlook, Word, Excel, PowerPoint), with the ability to produce executive‑ready materials.</li><li>Be highly analytical with exceptional attention to detail and a strong commitment to accuracy.</li></ul>
Work in a way that works for you
We recognize that everyone is different and that the way in which people want to work and deliver at their best is different for everyone too. In this role, we can offer the following flexible working patterns: 
One of our core values as a business is collaboration and, as such, whilst flexible work options are available, we believe there is a strong benefit to having our teams regularly co‑located in the office to enable effective communication, alignment, and support.
Working with us
Our people are at the heart of what we do at Baker Hughes. We know we are better when all of our people are developed, engaged and able to bring their whole authentic selves to work. We invest in the health and well‑being of our workforce, train and reward talent and develop leaders at all levels to bring out the best in each other.
Working for you
Our inventions have revolutionized energy for over a century. But to keep going forward tomorrow, we know we have to push the boundaries today. We prioritize rewarding those who embrace change with a package that reflects how much we value their input. Join us, and you can expect: 
Contemporary work‑life balance policies and wellbeing activities 
Comprehensive private medical care options 
Safety net of life insurance and disability programs 
Tailored financial programs 
Additional elected or voluntary benefits
This position requires valid work authorization in the country of employment. The employer is unable to sponsor work authorization for this role at any time.</div>
You will be eligible to participate in Company-sponsored benefit programs, including health &amp; welfare programs and the Thrift Plan (401k). You will have a choice of coverage options that best suit your needs. Coverage options and contribution amounts are related to your benefit elections, base salary level, and specific requirements of each of these plans.
This position is eligible for our comprehensive and competitive benefits package, which can be found here, and is further eligible for additional forms of compensation such as bonuses subject to the terms of the applicable benefit plans or policies. 

The Baker Hughes internal title for this role is: Exec Asst-Ceo/Grp PresAbout Us:<div>
We are an energy technology company that provides solutions to energy and industrial customers worldwide. Built on a century of experience and conducting business in over 120 countries, our innovative technologies and services are taking energy forward &ndash; making it safer, cleaner and more efficient for people and the planet.</div> 

Join Us:<div>
Are you seeking an opportunity to make a real difference in a company that values innovation and progress? Join us and become part of a team of people who will challenge and inspire you! Let&rsquo;s come together and take energy forward. 
 
Baker Hughes Company is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law.</div></div>

Executive Assistant

<div>
 
 Enabling Executive Effectiveness Through Trusted Partnership and Operational Excellence
 
 
 Delivering High‑Impact Administrative and Governance Support in a Fast‑Paced Environment
 
 
 
 
 Partner with the best
 
 
 
 Baker Hughes is a global energy technology company serving the oil and gas sector across more than 120 countries. The Compliance and Corporate Secretary function plays a vital role in supporting strong governance, regulatory compliance, and ethical business practices across the enterprise. The team works closely with executive leadership, the Board of Directors, and key stakeholders to ensure transparency, accountability, and operational excellence.
 
 
 
 Fuel your passion
 
 
 
 The Executive Assistant provides high‑level administrative and operational support to the VP, Chief Compliance Officer &amp; Corporate Secretary. This is a high‑profile, fast‑paced role that requires sound judgment, discretion, and exceptional organizational skills. The position enables executive effectiveness by managing complex schedules, coordinating governance activities, and supporting critical meetings and deliverables. By anticipating needs and navigating competing priorities, the Executive Assistant plays a key role in ensuring seamless execution across compliance, legal, and corporate governance activities.
 
 
 
 As an Executive Assistant, you will be responsible for:
 
 
 
 
 <ul>
 <li>
 Exercising strong judgment and discretion in prioritizing requests, managing competing deadlines, and escalating issues appropriately.
 </li>
 <li>
 Managing complex calendars and schedules, proactively identifying and resolving conflicts and preparing materials in advance of meetings.
 </li>
 <li>
 Coordinating domestic and international travel, including itineraries, logistics, and preparation and submission of expense reports.
 </li>
 <li>
 Scheduling and supporting Board and committee meetings by coordinating calendars, preparing agendas and materials, and tracking follow‑up actions.
 </li>
 <li>
 Supporting key corporate events, annual meetings, and external meetings with investors, Board members, and other stakeholders.
 </li>
 <li>
 Tracking and helping drive completion of key deliverables across the team, ensuring deadlines and commitments are met.
 </li>
 <li>
 Preparing, coordinating, and managing execution of documentation requests and other time‑sensitive materials.
 </li>
 <li>
 Coordinating notarizations and related documentation, including scheduling signings, preparing required materials, and tracking completion; serving as a commissioned Notary Public or obtaining Notary and eNotary commission as required.
 </li>
 <li>
 Managing departmental budget and spend, including tracking expenses against the approved budget and serving as the point of contact for invoice management; setting up and managing matters in Legal Tracker, liaising with law firms on invoice questions, reviewing invoices for accuracy, and ensuring timely processing and resolution.
 </li>
 <li>
 Organizing and maintaining electronic and physical files, records, and documentation in accordance with internal standards.
 </li>
 <li>
 Working in the office a minimum of three days per week, independently or alongside colleagues who are hybrid or remote.
 </li>
 <li>
 Performing additional duties and special projects as assigned.
 
 
 
 </li>
 </ul>
 
 To be successful in this role you will:
 
 
 
 
 <ul>
 <li>
 Have a bachelor&rsquo;s degree or equivalent work experience.
 </li>
 <li>
 Have a minimum of 5 years of experience as an Executive Assistant, preferably within a multinational organization.
 </li>
 <li>
 Have experience supporting senior executives, Boards, or Corporate Secretary functions, which is preferred.
 </li>
 <li>
 Have advanced technology skills and strong digital literacy, with the ability to quickly adapt to new systems and tools.
 </li>
 <li>
 Demonstrate a calm, positive, and solutions‑oriented approach when navigating new challenges and high‑pressure situations.
 </li>
 <li>
 Have strong organizational skills with excellent written and verbal communication abilities.
 </li>
 <li>
 Have high personal integrity and sound judgment, with the ability to discreetly handle highly confidential and sensitive information.
 </li>
 <li>
 Have advanced proficiency in M365 applications (Outlook, Word, Excel, PowerPoint), with the ability to produce executive‑ready materials.
 </li>
 <li>
 Be highly analytical with exceptional attention to detail and a strong commitment to accuracy.
 
 
 
 </li>
 </ul>
 
 Work in a way that works for you
 
 
 
 We recognize that everyone is different and that the way in which people want to work and deliver at their best is different for everyone too. In this role, we can offer the following flexible working patterns:
 
 
 One of our core values as a business is collaboration and, as such, whilst flexible work options are available, we believe there is a strong benefit to having our teams regularly co‑located in the office to enable effective communication, alignment, and support.
 
 
 
 Working with us
 
 
 
 Our people are at the heart of what we do at Baker Hughes. We know we are better when all of our people are developed, engaged and able to bring their whole authentic selves to work. We invest in the health and well‑being of our workforce, train and reward talent and develop leaders at all levels to bring out the best in each other.
 
 
 
 Working for you
 
 
 
 Our inventions have revolutionized energy for over a century. But to keep going forward tomorrow, we know we have to push the boundaries today. We prioritize rewarding those who embrace change with a package that reflects how much we value their input. Join us, and you can expect:
 
 
 Contemporary work‑life balance policies and wellbeing activities
 
 
 Comprehensive private medical care options
 
 
 Safety net of life insurance and disability programs
 
 
 Tailored financial programs
 
 
 
 Additional Elected Or Voluntary Benefits
 
 
 
 This position requires valid work authorization in the country of employment. The employer is unable to sponsor work authorization for this role at any time.
 
 
 You will be eligible to participate in Company-sponsored benefit programs, including health &amp; welfare programs and the Thrift Plan (401k). You will have a choice of coverage options that best suit your needs. Coverage options and contribution amounts are related to your benefit elections, base salary level, and specific requirements of each of these plans.
 
 
 This position is eligible for our comprehensive and competitive benefits package, which can be found
 
 
 here
 
 
 , and is further eligible for additional forms of compensation such as bonuses subject to the terms of the applicable benefit plans or policies.
 
 
 The Baker Hughes internal title for this role is: Exec Asst-Ceo/Grp Pres
 
 
 
 About Us:
 
 
 
 We are an energy technology company that provides solutions to energy and industrial customers worldwide. Built on a century of experience and conducting business in over 120 countries, our innovative technologies and services are taking energy forward &ndash; making it safer, cleaner and more efficient for people and the planet.
 
 
 
 Join Us:
 
 
 
 Are you seeking an opportunity to make a real difference in a company that values innovation and progress? Join us and become part of a team of people who will challenge and inspire you! Let&rsquo;s come together and take energy forward.
 
 
 Baker Hughes Company is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law.
 
 
 
 R162993
 
</div>

McKinsey & Company

<div><div><div><div><div><div><div>Job ID: 107975</div></div></div></div><div></div><div><ul><div>
Houston</div></ul></div><div></div><div><div><div> 
</div></div></div></div><div>
Do you want to do work that matters, alongside supportive leaders who will help you grow faster than you ever thought possible? Are you a creative problem-solver who is energized by challenges? You&rsquo;ve come to the right place.<div>
YOUR IMPACT<div><div>
You will be a creative problem solver for the Senior Partner and/or Partner whom you support. In this role, you will collaborate with your Partners to optimize their time, create trust-based relationships within their network while building your own, and deliver high-quality product.
The Partners&rsquo; network includes their clients, teams, practices, and internal colleagues. You will build ongoing rapport with your Partners, their clients, client assistants, internal colleagues, your Executive Assistant (EA) team and other EAs globally. You will act as an informed representative for the Partners when interacting with clients, internal and external customers, and others, while maintaining the confidentiality of highly sensitive information.
Your role involves organizing, strategically managing, and maintaining detailed and complex calendars for Senior Partners and other team members.
Your responsibilities will include planning and coordinating client and internal meetings, conference calls, conferences, events, and lunches or dinners, as well as sending out reminders. You will also coordinate complex international and local travel arrangements, manage travel logistics, and accommodate individual preferences.
Additional duties include tracking and managing all incoming communications, responding to correspondence that does not require the personal attention of the Partner, and assuming responsibility for planning, organizing, and executing major projects with minimal guidance.
These projects often involve coordinating schedules for senior leadership participants. Acting as an informed deputy, you will interact with clients and other key stakeholders whose goodwill and respect are critical to the Partners and the firm, while also fostering strong relationships with clients and their administrative contacts.
Collaboration with Executive Assistant Managers and department members is essential to ensure smooth workflow, timely actions, and adherence to deadlines.
Your role also includes organizing and maintaining all client and internal files using the firm's authorized system, providing backup coverage as needed, and coordinating events for both internal and external initiatives.
Additional responsibilities include preparing and submitting timesheets and expenses in accordance with deadlines, managing and monitoring client accounting statements and invoices upon request, and handling miscellaneous tasks such as printing, copying, mailing, and other duties as assigned.</div></div></div><div>
YOUR GROWTH<div>
You are someone who thrives in a high-performance environment, bringing a growth mindset and entrepreneurial spirit to tackle meaningful challenges that have a real impact.
In return for your drive, determination, and curiosity, we&rsquo;ll provide the resources, mentorship, and opportunities to help you quickly broaden your expertise, grow into a well-rounded professional, and contribute to work that truly makes a difference.
When you join us, you will have:<ul><li>
Continuous learning: Our learning and apprenticeship culture, backed by structured programs, is all about helping you grow while creating an environment where feedback is clear, actionable, and focused on your development. The real magic happens when you take the input from others to heart and embrace the fast-paced learning experience, owning your journey.</li><li>
A voice that matters: From day one, we value your ideas and contributions. You&rsquo;ll make a tangible impact by offering innovative ideas and practical solutions, all while upholding our unwavering commitment to ethics and integrity. We not only encourage diverse perspectives, but they are critical in driving us toward the best possible outcomes.</li><li>
Global community: With colleagues across 65+ countries and over 100 different nationalities, our firm&rsquo;s diversity fuels creativity and helps us come up with the best solutions. Plus, you&rsquo;ll have the opportunity to learn from exceptional colleagues with diverse backgrounds and experiences.</li><li>
Exceptional benefits: In addition to a competitive salary (based on your location, experience, and skills), we offer a comprehensive benefits package, including medical, dental, mental health, and vision coverage for you, your spouse/partner, and children.</li></ul></div></div></div></div><div><div><div>
YOUR QUALIFICATIONS AND SKILLS<div><div><ul>
Undergraduate degree preferred
3+ years supporting senior level executives or comparable experience
Outstanding administrative and organizational skills; detail oriented; able to prioritize and multitask; strong ownership evident through responsibility and accountability for end product; highly proactive mindset
Strong typing and proofreading skills; ability to produce professional documents quickly and accurately
Computer literacy, including strong email and calendaring skills
Excellent judgment and impeccable discretion; ability to maintain the highest level of confidentiality
Strong technical skills, including proficiency in PowerPoint, Word and Excel
Ability to expand role beyond responsive support to proactive contributions and ownership for administrative tasks; ability to work independently
Ability to work efficiently and effectively in a fast-paced, deadline-driven, high-pressure environment
Excellent interpersonal skills; embodies a positive attitude; ability to build relationships within the firm and with client executives and external experts
Highly professional presence in person, on telephone, email, and all other work-related communications platforms
Ability to prioritize and manage multiple workstreams</ul></div></div></div></div></div><div><div><div><div>
Please review the additional requirements regarding essential job functions of McKinsey colleagues.</div>
<div>Our unwavering commitment to integrity drives everything we do, guiding us to always act in the best interests of our clients, our people, and the communities we serve.</div></div></div></div></div>

Cleanli

Job Summary We are seeking a highly organized and proactive Executive Assistant to support our CEO in achieving operational excellence and strategic goals. This dynamic role involves managing complex calendars, coordinating projects, handling correspondence, and providing exceptional administrative support to ensure the CEO&rsquo;s day-to-day activities run smoothly. The ideal candidate is energetic, detail-oriented, and thrives in a fast-paced environment, ready to take on diverse responsibilities with enthusiasm and professionalism. This paid position offers an exciting opportunity to be an integral part of a forward-thinking organization committed to growth and innovation. This is a startup position, so please be aware that this is an open contract role.Duties<ul><li>Manage the CEO&rsquo;s calendar with precision, scheduling meetings, appointments, and travel arrangements using Microsoft Outlook Calendar and Google Workspace.</li><li>Coordinate and organize company events, meetings, and conferences from planning stages through execution, ensuring all logistics are handled efficiently.</li><li>Prepare, proofread, and transcribe documents, reports, presentations, and correspondence with accuracy and attention to detail.</li><li>Handle incoming calls with professional phone etiquette on multi-line phone systems; screen and direct inquiries appropriately.</li><li>Assist with bookkeeping tasks using QuickBooks; manage invoices, expense reports, and basic data entry to support financial record-keeping.</li><li>Oversee office management duties including filing, maintaining office supplies, managing front desk responsibilities, and ensuring a welcoming environment.</li><li>Support project coordination efforts by tracking deadlines, preparing agendas, taking minutes, and following up on action items.</li><li>Utilize office software such as Microsoft Office Suite (Word, Excel, PowerPoint) for various administrative tasks; ensure all documents are organized and accessible.</li><li>Manage confidential information with discretion while maintaining high levels of organization across all administrative functions.</li></ul>Skills<ul><li>Proven experience as an executive assistant or personal assistant supporting senior leadership in a fast-paced setting.</li><li>Strong organizational skills with the ability to multitask efficiently while maintaining attention to detail.</li><li>Excellent written and verbal communication skills coupled with professional phone etiquette.</li><li>Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace applications (Gmail, Docs, Sheets), and data entry tools like DocuSign.</li><li>Familiarity with QuickBooks for bookkeeping tasks; basic understanding of office management procedures.</li><li>Experience coordinating events from inception through completion; adept at project coordination.</li><li>Exceptional typing speed and transcription skills for preparing accurate documents quickly.</li><li>Knowledge of office equipment including multi-line phone systems and front desk operations.</li><li>Ability to proofread documents thoroughly to ensure clarity and professionalism; strong organizational skills for filing and record-keeping.</li><li>Customer service orientation with the ability to handle inquiries professionally via phone or email. This role offers a vibrant work environment where your organizational talents will directly contribute to the success of our leadership team!</li></ul>Job Types: Full-time, ContractPay: $90,684.31 - $134,039.17 per yearBenefits:<ul><li>401(k)</li><li>Dental insurance</li><li>Employee assistance program</li><li>Employee discount</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li><li>Professional development assistance</li><li>Vision insurance</li></ul>Work Location: Hybrid remote in Houston, TX 77002

Executive Assistant to the CEO

<div><h3 class="jobSectionHeader">About us</h3>
We are the independent expert in assurance and risk management. Driven by our purpose, to safeguard life, property, and the environment, we empower our customers and their stakeholders with facts and reliable insights so that critical decisions can be made with confidence.
As a trusted voice for many of the world s most successful organizations, we use our knowledge to advance safety and performance, set industry benchmarks, and inspire and invent solutions to tackle global transformations.<h3 class="jobSectionHeader">
About the role</h3>
Are you motivated by the opportunity to support the transition to a clean energy economy, one that positively impacts society and the planet? Do you thrive in a fast paced environment where no two days look the same, and where strong organization, initiative, and collaboration make a real difference?
DNV Energy Systems is seeking a dynamic Executive Assistant/Office Administrator Lead to provide high impact administrative, operational, and business support to a senior executive and a distributed North American team working across onshore and offshore wind, solar, battery storage, energy efficiency, and other renewable and sustainable energy initiatives.
This role is critical to enabling both effective executive support and a high functioning Houston office environment.
Why Work With Us
Our high performing, innovative teams work every day to accelerate the deployment and operation of renewable energy solutions to address climate change. At DNV, our values are grounded in equity, respect, and inclusion, and we strive to reflect these principles in how we work together and the impact we make in the world.
We offer a collaborative culture, competitive benefits, and extensive learning and development opportunities through global and regional initiatives designed to support your growth.
This is a full time role based in our Houston, TX office with a hybrid work schedule. The primary in office days are Tuesday through Thursday, with flexibility on other days based on business needs.
What You ll Do
This role spans three primary areas of responsibility and offers a wide variety of work across executive support, office operations, and business coordination.
Office Administration (Approx. 45%)<ul><li>
Ensure a safe, efficient, and engaging working environment for the Houston office</li><li>
Oversee office equipment, supplies, furniture, and local vendor relationships</li><li>
Coordinate office culture initiatives, including celebrations, events, and office gatherings</li><li>
Manage incoming mail, shipments, visitors, phone communications, and building systems (key cards, alarms)</li><li>
Serve as the office representative for facilities and QHSSE matters, maintaining health, safety, and compliance documentation and coordinating quarterly HSE meetings</li><li>
Support onboarding logistics for new hires in partnership with HR and IT (workspace setup, access, equipment)</li><li>
Collaborate as an active member of the Administrative Team to ensure consistent coverage and shared best practices</li></ul>
Business, Market &amp; Clerical Support (Approx. 30%)<ul><li>
Support contracting, proposal, and knowledge management processes using internal systems (e.g., Salesforce, TeamCenter, ClickUp)</li><li>
Assist with proposal development, including document setup, coordinating CVs and bios, and general proposal logistics</li><li>
Prepare and format PowerPoint presentations, Excel spreadsheets, and Word documents on market or technical topics</li><li>
Coordinate logistics for team summits, including catering and transportation</li><li>
Support purchase order routing, invoicing system, office supply orders</li></ul>
Executive &amp; Leadership Support (Approx. 25%)<ul><li>
Provide day to day administrative support to the North America leadership team</li><li>
Manage expense reports, invoice processing, and travel coordination</li><li>
Anticipate executive and leadership needs, ensuring smooth operations and timely follow through</li></ul>
Regional &amp; Cross-Office Administrative Leadership (Approx. 15 20%)<ul><li>
Serve as the lead administrative point of contact for Energy Systems offices across North America, coordinating closely with local office administrators</li><li>
Coordinate and align administrative support activities across offices to ensure consistency, efficiency, and coverage</li><li>
Establish and maintain standard operating practices for office administration, executive support, and onboarding logistics across locations</li><li>
Lead regular check-ins with administrative peers to share best practices, address issues, and coordinate priorities</li><li>
Act as an escalation point for complex administrative, facilities, or leadership-support issues spanning multiple offices</li><li>
Support leadership with regional planning, communications, and change management initiatives impacting multiple offices</li></ul><h3 class="jobSectionHeader">
What we offer</h3><ul><li>
Generous paid time off (vacation, sick days, company holidays, personal days)</li><li>
Multiple Medical and Dental benefit plans to choose from, Vision benefits</li><li>
Spending accounts FSA, Dependent Care, Commuter Benefits, company-seeded HSA</li><li>
Employer-paid, therapist-led, virtual care services through Talkspace</li><li>
401(k) with company match</li><li>
Company provided life insurance, short-term, and long-term disability benefits</li><li>
Education reimbursement program</li><li>
Flexible work schedule with hybrid opportunities</li><li>
Charitable Matched Giving and Volunteer Rewards through our Impact Program</li><li>
Volunteer time off (VTO) paid by the company</li><li>
Career advancement opportunities
</li></ul>**Benefits vary based on position, tenure, location, and employee election**
DNV is a proud equal opportunity employer committed to building an inclusive and diverse workforce. All employment is decided on the basis of qualifications, merit, or business need, without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. DNV is committed to ensuring equal employment opportunity, including providing reasonable accommodations to individuals with a disability. US applicants with a physical or mental disability who require a reasonable accommodation for any part of the application or hiring process may contact the North America Recruitment Department (hrrecruitment.northamerica@dnv.com). Information received relating to accommodation will be addressed confidentially.
For more information
https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal<h3 class="jobSectionHeader">
About you</h3>
What Is Required<ul><li>
Bachelor s degree in a relevant field (e.g., Business Administration) or in lieu of a degree, 10+ years of relevant experience</li><li>
At least 7 years of experience in a large and/or dynamic corporate environment performing core administrative functions</li><li>
Advanced proficiency in Microsoft Office (Outlook, Teams, Word, PowerPoint, Excel)</li><li>
Strong organizational and time management skills with the ability to work independently, prioritize effectively, and manage multiple deadlines</li><li>
Professional demeanor with strong interpersonal skills; proactive, approachable, and service oriented</li><li>
Ability to anticipate needs and adapt in a fast changing environment</li><li>
Less than 5-10% travel expected</li><li>
Excellent written and verbal English communication skills</li><li>
We conduct pre-employment drug and background screening</li></ul>
What Is Preferred<ul><li>
Experience in renewable energy, consulting, or professional services environments</li><li>
Passion for supporting clean energy, sustainability, and energy equity</li><li>
Familiarity with project management or collaboration tools</li><li>
Experience supporting remote or distributed teams</li><li>
Experience with copilot</li></ul>
*Immigration-related employment benefits, for example visa sponsorship, are not available for this position* 
Requisition #cmohol72v000o02l8f7q58dfj</div>

Executive Assistant/Office Administrator Lead

Bessemer Trust

<div>At Bessemer, the Executive Assistant will provide seamless administrative support to the Client Advisory (CA) Team which consists of an Associate Client Advisor (ACA), Client Advisor (CA), and Senior Client Advisor (SCA). The specific duties include:
<ul>
<li>Point person with respect to client cash transactions and bill payment requests (i.e., wires, ACHs, internal account journals); requires frequent client communication via email and phone, transaction processing via internal banking systems, and coordination of inter-departmental approvals</li>
<li>Optimum screening of incoming communications and routing for timely action and follow-up.</li>
<li>Professional communication with both internal and external contacts, including significant prospect and client relationships.</li>
<li>Compose well-proofed written and email correspondence, which may require the use of financial vocabulary and broad knowledge of the firm's operations, systems, and employees.</li>
<li>When appropriate collaborate with the ACAs to create presentation books for clients and prospects.</li>
<li>Comprehensive organization of meetings and luncheons as needed; coordinate scheduling for internal attendees and manage calendar invitations for the CA team.</li>
<li>Establish effective working relationships with colleagues and external contacts; may be required to provide flexible support to other CA Teams as directed.</li>
<li>Provide direct and pro-active administrative support to all members of the CA Team; primary support for Associate Client Advisors with respect to all cash management and bill payment functions.</li>
<li>Update all contact information, send mass mailings, create ticklers, log calls, and create activities in Salesforce.</li>
<li>Responsible for maintaining current Salesforce client records for the CA Team and managing external client mail merges, event invitations, and Salesforce reports.</li>
<li>Bookkeeping/accounting work for various transactions with clients, as directed by the CA team.</li>
<li>Process expense reports and book travel for all members of the CA Team.</li>
<li>Assist with physical client mailings, including preparing and sending documents via FedEx or other courier services, ensuring timely and secure delivery</li>
<li>Compile information and organize CA Team's responses to Compliance and Audit-related requests.</li>
</ul>
Client Service Responsibilities (as directed by the CA Team):
<ul>
<li>Handle routine communication with clients and their advisors via telephone, email and fax.</li>
<li>Document written and verbal communication with clients and their advisors in Salesforce.</li>
<li>Assist the client advisory team with preparing charts and materials for client and prospect meeting presentations using Excel, Word, PowerPoint and internal applications as needed.</li>
<li>Pull basic information from Bessemer systems (ATLAS) to update spreadsheets for clients.</li>
<li>File correspondence and other documents in internal databases.</li>
<li>Create documentation of client correspondence for tracking purposes.</li>
</ul>
Account Administration Responsibilities (as directed by the CA Team):
<ul>
<li>Work with Client Administration Support (CAS) to open accounts and coordinate with outside agents the transfer of assets to Bessemer.</li>
<li>Perform cash management functions using Workflow and Atlas in accordance with established account procedures and applicable fiduciary laws and policies.</li>
<li>Process client remittances.</li>
<li>Work with the client's CPA to assist in gathering tax information and cutting tax checks when applicable.</li>
<li>Anticipate when an overdraft can occur and prevent it by bringing the information to the team's attention.</li>
<li>Supervise and pay client bill payments.</li>
</ul>
Wealth Advisor Support Responsibilities (as directed by the Wealth Advisor Team):
<ul>
<li>Assist wealth advisor team with their efforts to communicate with prospects and centers of influence (COIs)</li>
<li>Coordinate event planning logistics and budgeting for wealth management and COI events (as needed)</li>
<li>Provide general assistance and support with logistics and communications of marketing, event planning and business development efforts</li>
<li>Print, bind and distribute client/prospect meeting books (as needed)</li>
</ul>
Management and Office Support Responsibilities (as directed by the Regional Director):
<ul>
<li>Complete and handle all travel arrangements and reservations for Regional Director and Senior Client Advisors</li>
<li>Lead and coordinate with reviewing, updating and submitting expense reports for Regional Director and Senior Client Advisors</li>
<li>Assist office manager by providing back-up coverage (as needed)</li>
<li>Assist with updating and extracting key information in Salesforce</li>
</ul>
Qualifications:
<ul>
<li>Bachelor's Degree Required.</li>
<li>3+ years of experience as an administrative assistant, preferably within a bank supporting a team.</li>
<li>Ability to work well in a team environment.</li>
</ul>
About Bessemer Trust
<div>
<div>Bessemer Trust is a family office, overseeing more than $250 billion in assets for over 3,000 individuals and families of substantial wealth. Its more than 1,300 employees are singularly focused on private wealth management &mdash; disciplined investment management, sophisticated wealth planning, comprehensive family office services, and highly personalized client service.

Established in 1907 as the family office for Annie and Henry Phipps, Bessemer Trust is in its seventh generation of ownership by the Phipps family. As a self-made entrepreneur, Henry Phipps was a founding partner and chief financial officer of Carnegie Steel.

Bessemer Trust retains its original focus as a privately owned and independent wealth manager deeply committed to its mission of providing peace of mind to its clients. Bessemer's adherence to putting clients' interests first, fiduciary mindset, and highly collaborative culture are at the heart of everything the firm does.

Key Facts:
<ul>
<li>For 119 years, Bessemer Trust has operated continuously in a single line of business, independently owned by one family.</li>
<li>Headquartered in New York's Rockefeller Center, Bessemer Trust has 22 offices in total. Woodbridge, NJ, is one of the firm's largest offices, which hosts a wide range of technology and operations professionals. In addition to its sizable presence in New York and Woodbridge, the firm provides client service through offices in Atlanta, Boston, Chicago, Dallas, Delaware, Denver, Garden City, Grand Cayman, Greenwich, Houston, Los Angeles, Miami, Naples, Nevada, Palm Beach, San Diego, San Francisco, Seattle, Stuart, and Washington, D.C.</li>
<li>To watch a video about Bessemer Trust's history, click here.</li>
<li>To learn more about Bessemer Trust, click here.</li>
</ul>
About Our Employee Rewards and Benefits:

We provide exceptional rewards and benefits that are among the best in the industry, giving our people access to a wide range of options, including:
<ul>
<li>Competitive base salary plus discretionary annual bonus for select positions</li>
<li>A 401(k) plan with a generous annual profit-sharing contribution</li>
<li>Personalized development and career opportunities, including tuition reimbursement support</li>
<li>Comprehensive medical, dental, and vision plans with zero contributions for employee coverage</li>
<li>Employee assistance (EAP) and wellness programs</li>
<li>Hybrid work environment: 60% in office, 40% remote for most positions</li>
<li>Paid time off and paid parental leave</li>
<li>Employer-paid life insurance and short- and long-term disability coverage</li>
<li>Legal services and financial wellness plans at no cost to employees</li>
</ul>
Bessemer Trust is committed to creating a diverse and inclusive environment and is proud to be an equal opportunity employer. We encourage candidates of diverse backgrounds to apply.</div></div></div>

Executive Assistant - Client Advisory

Management Controls

<div>Description: 
This role supports company operations, executive leadership, and office effectiveness by managing administrative systems, coordinating executive activities, and overseeing office operations. The ideal candidate is highly organized, proactive, and comfortable using modern digital and AI-assisted tools to improve efficiency, communication, and decision support.
The business is privately held with 30 years of experience, services most of the Fortune 100, and is experiencing exponential growth, which will last into the next decade. In addition to normal tech company benefits like performance bonuses, flexible PTO, stocked kitchens, and an in-house gym, MCi also offers 100% paid healthcare. We believe in innovation, teamwork, and continuous learning to stay at the forefront of technological advancements.
Management Controls is headquartered in Houston, Texas. This position is expected to be in the office on a hybrid schedule 3 days per week with 2 days remote. This role is not eligible for sponsorship or relocation.
Duties and Responsibilities
Executive Support<ul><li>
Provide high-level administrative support to the President and multiple VPs, including scheduling, meeting, calendar, and travel coordination, reporting, budget tracking, expense reporting and management, finance support and check cashing, and special projects</li><li>
Prepare presentations, summaries, briefing materials, and correspondence using productivity and AI-assisted tools to improve speed, clarity, and accuracy</li><li>
Anticipate executive needs, proactively identifying opportunities to streamline workflows, communications, and recurring tasks</li><li>
Schedule Company Town Halls, offsite leadership/company meetings, and team building events</li></ul>
Office Management &amp; Operations<ul><li>
Maintain office services by organizing office operations and procedures; controlling correspondence; designing and maintaining filing and document management systems; reviewing and approving office and kitchen supply orders; assigning and monitoring clerical functions</li><li>
Oversee records management by defining procedures for retention, protection, retrieval, transfer, and disposal of physical and digital records and manage mail, shipments, and deliveries</li><li>
Manage employee office events, main phone line, and coordinate with vendors</li><li>
Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement; liaise with building management for maintenance and upkeep of facilities</li><li>
Design and implement office policies and procedures by establishing standards, measuring results, and recommending improvements</li><li>
Coordinate Company Holiday Party and office catered lunches and food orders</li></ul>
Reporting, Analysis &amp; Process Improvement<ul><li>
Keep management informed by reviewing, analyzing, and creating reports; summarizing information; identifying trends and opportunities for improvement</li><li>
Utilize spreadsheets, presentation software, and AI-assisted reporting tools to support executive decision-making</li><li>
Support budgeting and financial objectives by preparing annual budgets, tracking expenditures, analyzing variances, and initiating corrective actions</li></ul>
AI-Enabled Productivity &amp; Continuous Improvement<ul><li>
Use AI and automation tools (e.g., Microsoft Copilot, AI-assisted document creation, scheduling, transcription, summarization, or workflow tools) to: Improve document preparation, meeting notes, and reporting; Streamline scheduling, follow-ups, and routine communications; Reduce manual effort in repetitive administrative and office management tasks</li><li>
Stay current on emerging administrative, office management, and AI-enabled productivity practices and identify practical ways to apply them within the organization</li><li>
Partner with leadership and staff to adopt tools responsibly, ensuring confidentiality, accuracy, and professional standards are maintained</li></ul>
Requirements:
<ul><li> 5+ years of experience in an upper-level administrative or executive assistant role</li><li>
2+ years of experience in a receptionist, office coordinator, or office management role</li><li>
Strong proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook) and document management tools</li><li>
Experience using AI-assisted productivity tools (e.g., Microsoft Copilot, AI document drafting, transcription, or scheduling tools) to support administrative or office operations</li><li>
High level of integrity with demonstrated ability to ability to exercise sound judgment, discretion, and confidentiality with confidential information</li><li>
Highly detail-oriented, solution-minded, proactive self-starter mindset</li><li>
Exceptional written and verbal communication skills, confident and polished in virtual and in-person interactions</li><li>
Strong organizational and prioritization skills with the ability to manage multiple stakeholders</li><li>
Comfortability working independently while collaborating closely with executives and teams</li><li>
Professional demeanor, service-oriented mindset, and positive &ldquo;can-do&rdquo; attitude</li></ul>
Preferred Qualifications<ul><li>
Experience supporting senior executives in a fast-paced or growing organization</li><li>
Exposure to basic workflow automation, task tracking, or process improvement tools</li><li>
Willingness and curiosity to continue learning new tools that improve executive and office effectiveness</li></ul></div>

Executive Assistant & Office Manager (AI-Enabled)

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Executive Assistant & Office Manager (AI-Enabled)