Job Description
Executive Assistant to the Chief Operating Officer Full time | Houston, Texas
At South Bow, we do one thing, and we do it well: safely moving oil between some of the world's most critical markets. We're building a high-performing team with versatile thinkers who thrive on solving big challenges together. If you're ready for a position where your skills are highly valued and your work is incredibly important, we want to meet you. Bring your talents to a streamlined energy company dedicated to operational, commercial and safety excellence as we pursue our critical purpose of delivering the energy people need.
The Opportunity South Bow is seeking an experienced Executive Assistant to provide high-level administrative and operational support to the Chief Operating Officer. Based in Houston, Texas, this role enables the effective execution of Commercial and Operations leadership priorities by managing executive coordination, facilitating communication, and supporting alignment across internal and external stakeholders.
The Executive Assistant supports planning cycles, reporting processes, executive meetings, Board interactions, and governance activities by organizing materials, tracking deliverables, and ensuring deadlines are met. This role requires exceptional organization, sound judgment, discretion, and the ability to manage complex schedules and competing priorities in a fast-paced environment.
What You Will Do Executive Support
- Manage the COO's complex and dynamic calendar, including meeting prioritization, scheduling,
and coordination across multiple stakeholders and time zones.
- Coordinate complex domestic and international travel arrangements, itineraries, agendas, and supporting materials.
- Prepare and submit expense reports and support other executive administrative requirements.
- Draft, review, and manage professional and confidential correspondence, presentations, reports, and meeting materials.
- Serve as a primary point of contact for internal and external stakeholders on matters related to
the COO's office.
- Anticipate business needs, identify scheduling or coordination issues, and proactively recommend solutions.
- Handle sensitive and confidential matters with professionalism, judgment, and discretion.
Executive Meetings, Governance and Reporting
- Coordinate materials for executive meetings, Board interactions, leadership forums, planning cycles, and governance activities.
- Attend selected COO and Operations leadership meetings, document decisions and action items, and track deliverables through completion.
- Review incoming submissions, reports, correspondence, and requests to assess priority and coordinate appropriate follow-up.
- Track deadlines, approvals, invitations, documents requiring signature, and other commitments on behalf of the COO.
- Support reporting, documentation, and administrative processes across the COO function.
- Maintain organized and accurate records in accordance with confidentiality and information-management requirements.
Stakeholder and Office Coordination
- Manage overall Houston office logistics in partnership with another Executive Assistant, helping ensure smooth and efficient office operations.
- Facilitate communication and coordination between the COO, senior executives, their Executive Assistants, internal teams, and external partners.
- Build strong working relationships with leadership and administrative teams across Canada and the United States.
- Coordinate executive-level meetings, external engagements, leadership events, and other special activities.
- Support administrative workflows, purchase requisitions, invoice processing, office planning, and departmental coordination using applicable business systems.
- Identify opportunities to improve processes, coordination, and administrative efficiency.
Minimum Qualifications - College or technical diploma in Business Administration or a related discipline.
- Five to seven years of related administrative experience, including experience supporting senior executives in a fast-paced environment.
- Advanced proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
- Demonstrated experience managing complex calendars, executive travel, meeting logistics, expenses, correspondence, and confidential information.
- Strong written and verbal communication skills, with the ability to communicate professionally with employees, executives, external partners, and service providers.
- Exceptional organizational, planning, and prioritization skills, with the ability to manage frequent interruptions and competing deadlines.
- Strong judgment, discretion, attention to detail, and problem-solving skills.
- Ability to work independently, anticipate needs, take initiative, and follow through on commitments.
Preferred Qualifications - Bachelor's degree in Business Administration or a related discipline.
- Previous experience supporting a C-suite executive or senior Operations or Commercial leader.
- Experience coordinating executive or Board-level meetings, governance activities, and leadership events.
- Experience with business systems such as Microsoft Dynamics 365, Workday, SAP, Concur, or similar platforms.
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- Comfort using emerging AI tools to improve administrative efficiency, communication, and work processes.
- Experience supporting leaders and stakeholders across Canada and the United States.
- A proactive, collaborative approach and willingness to contribute wherever needed in a smaller office environment.
Job Tags
Full time, Work at office