Executive Administrator I

Overview

The Executive Administrator I provides administrative support to the Safety & Health team and operational leadership. This position is responsible for coordinating day-to-day administrative activities, maintaining and organizing documentation, scheduling meetings, and supporting processes that help the team complete tasks efficiently. The ideal candidate will have strong communication and organizational skills and be comfortable working with employees and leadership at multiple levels of the organization.  

Responsibilities

• Provide administrative support to Safety & Health management, supervisors, advisors, and leads.
• Coordinate and schedule meetings, appointments, and other team activities.
• Create, organize, maintain, and manage departmental documents and records.
• Utilize SharePoint for document storage, organization, and information management.
• Assist with developing and maintaining administrative processes and workflows.
• Support the team with completing tasks, tracking information, and coordinating deliverables.
• Communicate effectively with managers, site leadership, operational leadership, and other employees.
• Prepare and maintain documents using Microsoft Office applications.
• Assist with identifying appropriate methods and locations for storing and managing documentation.
• Handle multiple priorities while maintaining organization and accuracy.
• Provide general administrative support as needed to ensure efficient daily operations.

Qualifications

• Previous administrative, office support, or related professional experience preferred.
• Strong verbal and written communication skills.
• Strong organizational and time-management skills.
• Proficiency with Microsoft Office applications.
• SharePoint experience strongly preferred.
• Safety & Health/HSE experience or exposure is preferred and would be beneficial.
• Oil & gas experience is not required; candidates from other industries may be considered.
• Experience supporting managers, supervisors, or leadership teams preferred.
• Ability to manage documents, coordinate meetings, and handle multiple priorities.
• Degree may be beneficial but is not required in place of relevant work experience.
• Local candidates or candidates willing to live in or near Carlsbad are strongly preferred.
• Must meet all job requirements.