Executive Assistant - Sales & Marketing

Executive Assistant - Sales & Marketing 

Position Summary

The Executive Assistant- Sales & Marketing provides comprehensive administrative, organizational, and marketing support to the Sales and Drilling Solutions teams. This position plays a key role in coordinating business activities, preparing market intelligence reports, supporting industry events, managing travel logistics, assisting with contract administration, and creating professional communications and presentation materials. The successful candidate is highly organized, detail-oriented, and capable of managing multiple priorities while maintaining a high level of professionalism and confidentiality.

Essential Duties and Responsibilities

Market Research & Reporting

• Produce and distribute the weekly Market Snapshot Report.
• Assist in gathering data and supporting market analysis initiatives.
• Compile, organize, and maintain market intelligence and industry information.
• Support sales and leadership teams with data collection and reporting needs.

Administrative Support

• Provide administrative support to the Sales and Drilling Solutions teams.
• Prepare, organize, and maintain business correspondence, records, and files.
• Assist with miscellaneous office administration tasks to support Houston office operations.
• Coordinate and track various projects and deadlines as assigned.

Travel & Expense Management

• Coordinate travel arrangements, including flights, hotels, rental vehicles, and itineraries.
• Process and reconcile expense reports for Sales and Drilling Solutions personnel.
• Ensure travel and expense documentation complies with company policies and procedures.

Meeting & Project Coordination

• Coordinate internal and external meetings as required.
• Attend meetings, record minutes, document key decisions, and prepare action item summaries.
• Track action items and follow up with stakeholders to ensure timely completion.
• Support project teams by gathering and organizing relevant information and materials.

Industry Events & Community Engagement

• Coordinate participation in industry conferences, trade shows, exhibitions, and networking events.
• Assist with planning and administration of sponsorships, charitable contributions, and community engagement activities.
• Coordinate company participation in golf tournaments and other industry-related functions.
• Manage event logistics, registration, promotional materials, and attendee communications.

Marketing & Communications Support

• Coordinate development and distribution of company newsletters and marketing communications.
• Assist with marketing materials, brochures, videos, and promotional content.
• Coordinate production of internal recognition initiatives, including programs such as Rig of the Quarter.
• Ensure branding and communication materials align with company standards.

Presentation & Document Development

• Create, edit, and format professional PowerPoint presentations for meetings, leadership updates, customer presentations, and industry events.
• Prepare reports, charts, meeting materials, and supporting documentation.
• Ensure all materials are accurate, visually professional, and delivered on schedule.

Contract & Sales Support

• Assist the Sales team with contract generation and document preparation.
• Coordinate contract documentation and routing for approvals.
• Support sales activities by maintaining records and ensuring documentation accuracy.

Organizational Support

• Liaise with Human Resources regarding organizational updates and organizational chart revisions.
• Assist with maintaining current organization charts and departmental information.
• Support leadership communications related to personnel changes and organizational updates.

Qualifications

Required Education & Experience

• High school diploma or equivalent required.
• Associate's degree in Business Administration, Marketing, Communications, or related field preferred.
• Minimum 10 years of administrative, marketing support, sales support, or office coordination experience.
• Experience supporting multiple departments and leaders in a fast-paced environment.

Preferred Experience

• Experience within the energy, drilling, oilfield services, or industrial sectors.
• Experience coordinating events, marketing communications, and executive-level presentations.
• Experience with expense reporting and travel coordination.

Knowledge, Skills & Abilities

• Exceptional organizational and time management skills.
• Strong verbal and written communication skills.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to create professional reports, presentations, and business communications.
• Strong attention to detail and commitment to accuracy.
• Ability to prioritize multiple assignments and meet deadlines.
• Demonstrated ability to handle confidential and sensitive information appropriately.
• Strong interpersonal skills and ability to work effectively with employees at all organizational levels.
• Self-motivated with the ability to work independently and collaboratively.

Work Environment

• Professional office environment / In office role not hybrid.
• Frequent interaction with internal departments, customers, vendors, and industry partners.
• May require occasional evening or weekend attendance at industry functions, conferences, charitable events, or company-sponsored activities.