Executive Assistant

Job Description

Job Description

Position Summary

The Executive Assistant position provides senior-level administrative and analytical support to executive leadership based in the Roswell Corporate Office. This role requires a detail-oriented professional with the ability to provide both administrative support and analytical insight. This position plays a key role in operational efficiency and directly supports leadership across a network of facilities.

General Duties and Responsibilities

• • Provide comprehensive administrative support to the Operations executive team.
  • Compile, edit, and format presentation materials for Board of Directors meetings.
  • Manage travel arrangements and prepare expense reports for the executive team.
  • Support the annual operations budget process, including data compilation, AFE tracking, budget monitoring, forecasting, and executive-level reporting.
  • Track departmental operating expenses and key financial metrics in support of Operations leadership.
  • Analyze and interpret operational and financial data, including data provided by the Accounting Department, to identify variances, trends, and opportunities for operational improvement.
  • Prepare monthly, quarterly, and ad hoc reports, summarizing key operational and financial data, trends, and variances; maintain clear records and dashboards as needed.
  • Evaluate existing procedures and processes, identify opportunities for optimization, and support the development, documentation, and implementation of new or revised policies and procedures.
  • Provide audit and documentation support for internal controls testing with internal and external auditors.
  • Serve as primary contact for day-to-day office operations, coordinating with building management and vendors to ensure facilities, services, and supplies are maintained, issues are resolved efficiently, and office operations function smoothly.
  • Plan and coordinate meetings and events, ensuring coordination with other departments as required.
  • Oversee the company-wide vehicle fleet management program, including inventory and expense tracking, insurance coordination, and reporting.
  • Track and support leadership-directed initiatives and projects, including operational workflows and business process automation improvements, through participation, testing, feedback, and status updates.
  • Review and process vendor invoices for payment.
  • Support preparation of materials related to regulatory initiatives, audits, insurance matters, litigation support, and other special projects, while responding to evolving business needs.
  • Maintain organized on-site and off-site files, including SharePoint libraries, ensuring version control and proper archiving of key operational documents, reports, and presentations.
  • Maintain a working knowledge of company policies and procedures, as well as the operational scope, personnel, and emergency procedures at all company facilities.
  • Support emergency response planning, drills, and documentation across facilities in coordination with ESOH and Operations teams.
  • Other duties as assigned.

Position Qualifications Knowledge, Skills and Abilities:

• • General working knowledge of budgeting, operational reporting, and financial analysis.
  • Strong organizational and analytical skills with exceptional attention to detail and accuracy.
  • Ability to maintain a high level of integrity and confidentiality when dealing with organizational information.
  • Capable of establishing effective working relationships that promote teamwork and collaboration.
  • Ability to independently develop solutions to problems/challenges as they arise.
  • Ability to multi-task, prioritize, and work under pressure to meet deadlines while maintaining the highest quality of work product.
  • Excellent verbal, written, and interpersonal communication skills with the ability to maintain strict confidentiality.
  • High proficiency with Microsoft Office applications, including Excel and PowerPoint, and demonstrated experience with SharePoint; Ability to be a positive representative of the Company both internally and externally.
  • Ability to always work with respect and cooperation with fellow employees and customers.
  • Must be committed to always working safely.

Education, Experience, Qualifications:

• • High school diploma / GED or equivalent experience is required; a Bachelor’s Degree in Accounting, Finance, or Business Administration is preferred.
  • Minimum of five years of professional administrative or office management experience required.
  • Experience within Oil and Gas, Chemical, or Industrial industries preferred.

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:
  • Be stationary for long periods of time.
  • Communicate with and exchange information verbally and in writing;
  • Move about in an office environment.
  • Work using repetitive motion.
• 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 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. Note:

Successful candidates must complete a drug screen and background check. TransMontaigne maintains a Drug and Alcohol Free Workplace.

EOE Statement:

TransMontaigne is an equal opportunity/affirmative action employer. TransMontaigne makes hiring decisions solely based on qualification and experience, without regard to race, color, religion, national origin, citizenship status, ancestry, age, sex (including sexual harassment), sexual orientation, marital status, physical or mental disability, military status or unfavorable discharge from military service or any other characteristic protected by law.

About the Organization:

TransMontaigne Partners LLC is a terminaling and transportation company based in Denver, Colorado with operations in the United States on the Pacific Coast, the Gulf Coast, in the Midwest, and in the Southeast. We provide integrated terminaling, storage, transportation and related services for customers engaged in the distribution and marketing of light refined petroleum products, heavy refined petroleum products, crude oil, chemicals, fertilizers and other liquid products. Light refined products include gasolines, diesel fuels, heating oil and jet fuels; heavy refined products include residual fuel oils and asphalt.

Benefits:

• Medical/Pharmacy Plan
• Dental Insurance
• Vision Insurance
• Disability Insurance
• Flexible Spending Account Plan
• Health Savings Account
• Tuition reimbursement
• 401(k) Plan with Company Match
• Employee Assistance Plan
• Paid Time Off (PTO) - 1st Year Employee - 80 hours Total (3.08 Hours - Bi-weekly Accrual)
• Paid Holidays - 9 Company Recognized Holidays
• Tuition Reimbursement Program
• Wellness Program