Executive Assistant

United Petroleum Transports

Job Description

Title: Executive Assistant

Department: Administrative

Location: Corporate Office

Reports to: CEO and CFO

FLSA: Exempt

Purpose:

Embrace, promote and achieve the Vision, Values and Mission of the company, and to assist in meeting the Owner’s plan each year. UPT is committed to the Guiding Principles of the Responsible Care initiative and anticipates that all employees will share our commitment by conducting themselves consistent with those principles to make the industry even safer for our employees and communities.

The Executive Assistant (EA) to the CEO and CFO provides high-level administrative, operational, and strategic support to UPT’s most senior executives. This role requires exceptional judgment, discretion, organization, and the ability to manage competing priorities in a fast-paced, highly confidential environment.

The EA serves as a trusted partner, gatekeeper, and coordinator—supporting executive decision-making, facilitating communication across the enterprise, and ensuring seamless execution of executive priorities related to operations, finance, strategy, governance, and growth.

Essential Job Functions:

• Create and distribute weekly itineraries
• Serve as the primary point of contact for the CEO and CFO, managing calendars, priorities, and communications with precision and discretion.
• Anticipate executive needs by proactively preparing materials, briefings, agendas, and follow-ups.
• Act as a thought partner - tracking key initiatives, deadlines, and deliverables across executive projects.
• Support preparation for Board of Director meetings and executive leadership meetings.
• Manage complex and dynamic calendars, balancing internal leadership needs with external stakeholder commitments.
• Coordinate domestic travel, including flights, lodging, ground transportation, and detailed itineraries.
• Ensure efficient use of executive time by aligning schedules with strategic priorities.
• Assist with preparation of financial presentations, reports, and executive-level summaries.
• Handle highly sensitive financial and strategic information with strict confidentiality.
• Support CFO activities related to budgeting cycles, audits, and banking relationships.
• Draft, edit, and proofread executive correspondence, presentations, and internal communications.
• Serve as liaison between the CEO/CFO and executive leadership, Board members, legal counsel, auditors, and external partners.
• Ensure timely follow-up on action items and commitments made by the CEO and CFO.
• Prepare agendas, meeting materials, and minutes for executive and Board meetings.
• Traction action items and ensure accountability across executive initiatives.
• Coordinate cross-functional projects that require executive oversight or approval.
• Maintain organized electronics and physical filing systems for executive documents.
• Support special projects, mergers/acquisitions activity, or enterprise initiatives as assigned.
• Uphold UPT professional standards, values, and confidentiality expectations at all times.
• Compile monthly expense reports
• Create employee birthday and anniversary cards for the CEO
• Coordinate the use of corporate sporting event tickets
  
  

Additional Responsibilities:

• Carries out duties assigned by the CEO and CFO as required.
  
  

Qualifications

Required Qualifications:

• Minimum 7-10 years of experience supporting senior executives (CEO and CFO).
• Proven experience in a corporate, financial, or operationally complex environment.
• Exceptional organizational, time-management, and prioritization skills.
• High level of professionalism, discretion, and emotional intelligence.
• Strong written and verbal communication skills.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); comfort with executive dashboards and reporting tools.
  
  

Preferred Qualifications:

• Experience supporting both a CEO and CFO simultaneously.
• Exposure to transportation, logistics, energy, or asset-intensive industries.
• Experience supporting Board governance processes.
• Familiarity with financial statements, executive compensation materials, and audit processes.
• Bachelor’s degree or equivalent professional experience.
  
  

Core Competencies and Attributes:

• Trusted Partner Mindset: Operates with integrity, confidentiality, and sound judgement.
• Executive Presence: Polished, confident, and professional in all interactions.
• Anticipatory Thinking: Proactively identifies needs and resolves issues before they escalate.
• Adaptability: Thrives in a fast-moving, changing environment.
• Detail-Oriented Execution: Ensures accuracy in high-stakes communications and documentation.
• Demonstrates dependability through good attendance and adherence to timelines and schedules
• Demonstrated resourcefulness and ability to take initiative in development and completion of projects
  
  

Physical Requirements:

• Sitting for long periods of time, walking, finger dexterity, feeling, repetitive motions, and talking, hearing and visual activity.
• Occasional lifting (up to 20 pounds).
  
  

Working Conditions:

• Normal office environment. This role routinely uses standard office equipment such as computers, phones, and copier/printer/scanners.
• Occasional extended hours to support Board meetings, travel, and critical deadlines.