Executive Administrative Assistant

The Executive Administrative Assistant serves as a strategic partner to the CEO, Vice President/ Director of Operations, and site leadership, providing advanced administrative, analytical, and operational oversight that supports enterprise-wide decision-making. 

This role functions as a key extension of executive leadership, independently evaluating priorities, managing critical business workflows, and ensuring alignment across Procurement, Government Affairs, Finance, and Operations. 

The Executive Administrative Assistant applies independent judgment in matters of significance, supports the development of internal processes, and coordinates high-impact initiatives that affect company operations and performance.

Requirements

Strategic Executive & Administrative Leadership

• Evaluate and prioritize executive-level requests, determining business impact and advising leaders on scheduling, resource allocation, and critical-path issues. 
• Serve as the primary liaison between executive leadership and internal/external stakeholders, including government, community, regulatory, and vendor partners.
• Prepare executive-level briefings, reports, dashboards, and presentations that support strategic decision-making; analyze trends and identify key operational insights.
• Develop and implement administrative processes and standards that improve department efficiency, communication flow, and organizational consistency.

Cross-Functional Operational Oversight

• Oversee high-level coordination between Operations, Finance, Procurement, and Government Affairs, ensuring timely information flow on matters affecting contracts, compliance, vendor performance, production timelines, and external obligations.
• Independently evaluate operational needs and recommend process improvements or corrective actions to leadership.
• Maintain responsibility for sensitive operational documentation and ensure alignment with internal controls, compliance requirements, and site governance.

Procurement & Vendor Management (Strategic Level)

• Oversee procurement workflows by reviewing purchasing needs, validating funding alignment, and escalating issues impacting project schedules or vendor reliability.
• Analyze vendor performance data, identify service gaps, and recommend corrective actions or contract adjustments to leadership.
• Coordinate with Procurement and Finance to resolve invoice discrepancies, ensure continuity of service, and maintain risk-aware vendor relationships.

Governance, Compliance & External Coordination

• Coordinate high-profile meetings and events involving senior leadership, government entities, and community stakeholders; evaluate risks, messaging, and organizational impact.
• Ensure proper routing and control of executive documentation through Document Control; oversee compliance with internal policies and regulatory requirements.
• Support HSSE with regulatory filings, fee payments, audit scheduling and confidential initiatives involving legal, regulatory, or community impact, applying discretion and judgment consistent with executive expectations. 

Operational Analysis & Executive Support

• Review operational reports, production data, and site performance indicators; synthesize findings into executive-ready summaries with recommended action items.
• Manage complex cross-departmental scheduling, prioritizing resource constraints and operational readiness.
• Lead critical administrative projects involving organizational efficiency, workflow improvements, technology adoption, and communication enhancement.

KEY SKILLS & COMPETENCIES:

• Strategic thinking and independent judgment
• High-level professionalism and discretion
• Advanced organizational and prioritization skills
• Strong analytical and problem-solving abilities
• Executive-level communication and collaboration
• Ability to anticipate needs and drive outcomes with minimal supervision.

REQUIRED QUALIFICATIONS:

• Minimum 10 years of advanced executive support experience requiring discretion, independent judgment, and cross-functional coordination.
• Demonstrated ability to analyze operational information and support decision-making at the leadership level.
• Experience with ERP systems (SAP preferred) and comfort interpreting procurement or operational data.
• Strong judgment, professionalism, and ability to handle confidential, sensitive information.
• Excellent communication, organizational, and multi-priority management skills.
• Valid Driver’s License 
• TWIC Card
• This role is not eligible for visa sponsorship.

EDUCATION REQUIREMENTS:

• High School Diploma or GED 

PHYSICAL REQUIREMENTS & WORKING CONDITIONS:

• Ability to lift up to 10 lbs.
• Ability to climb stairs as required by facility layout.
• Ability to sit or stand for extended periods in support of operational and administrative activities.

Equal Opportunity Employer Statement: UBE is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, age, status as a protected veteran, or status as a qualified individual with a disability.