Specific Responsibilities

• Manage the executive's calendar, scheduling meetings and tasks, and ensuring the executive is set up for success.
• Coordinate global business travel arrangements in alignment with company travel policy.
• Prepare itineraries and agendas including hotel and ground transportation.
• Provide administrative assistance to include development of presentations and written correspondence.
• May prepare or review presentation materials for executive meetings and external events.
• Organize and facilitate meetings, including scheduling on-site rooms or video conferences, sending reminders, and organizing catering when necessary.
• Coordinate with vendors and partners, booking locations, and coordinating invitations for events such as meetings, conferences, or trips.
• Greet company management teams and any external visitors.
• Monitor meeting start times to ensure timely attendance of executive and other staff.
• Maintain weekly meeting agendas and presentation materials to ensure it is the most current.
• Responsible for keeping floor conference rooms organized and uncluttered.
• Work closely with other Executive Assistants and others to coordinate schedules.
• Perform general duties to include photocopying, faxing, mailing, and filing.
• Distribution of incoming/outgoing mail and packages.
• Order, manage and organize office supplies as needed.
• Process departmental expense reports accurately and timely; assist with coding and routing of invoices.
• Responsible for administrative budget and tracking within Data Now.
• Manage relationships with vendors, including setting up new vendors, processing invoices, tracking expenses and ensuring departmental bills are paid.
• Maintaining comprehensive and accurate electronic records including managing Outlook distribution lists and electronic files in Share Point.
• Coordinate department office moves, or initial setup (new hires/transfers/contractors) as needed.
• Provide support to other team members within the department.
• Special project coordination as needed.

Qualifications & Experience

• 5+ years of professional/business experience.
• Prior administrative experience is a plus.
• High School Diploma or equivalent required, Associates or Bachelor’s degree preferred.
• Must be highly proficient in Microsoft Word, Power Point, Excel, Outlook, Teams, and Share Point
• Strong skills in the areas of scheduling, communication, attention to detail, organization, initiative, and independent problem solving
• Ability to communicate clearly and professionally using excellent verbal and written communication skills
• Organizational and time-management skills
• Ability to multitask and prioritize daily workload
• Strong interpersonal skills, able to work as part of a team environment.
• Strong problem-solving skills and high attention to detail
• Comfortable with routinely shifting demands
• Demonstrated ability to work independently with minimum supervision using self-initiative and discretion.
• Ability to handle confidential and sensitive information and situations with the highest degree of integrity

Competencies

• Communication: Writes, speaks, and presents information effectively and persuasively across communication setting;
• Results: Pursues work with energy, drive, and results orientation to positively impact Apache's business success;
• Collaboration: Works in partnership with others and encourages different perspectives, while building and maintaining trust; and
• Culture: Willingness and ability to align one's behavior with the needs, priorities, and goals of Apache.

Company Overview

Apache Statement on Hiring