Executive Assistant
BWC Terminals
Houston, TX
Description
Headquartered in Houston, Texas, BWC Terminals is a premier provider of bulk liquid storage and logistics services to refiners, manufacturers, and distributors of bulk liquids in North America. The Company consists of 22 sites with over twenty million barrels of storage capacity. The BWC Terminals facilities are equipped to store a wide range of petroleum, chemical, renewables, and agricultural products. Additional information about BWC Terminals is available at
www.bwcterminals.com
.
JOB OVERVIEW
The Executive Assistant provides high-level administrative support to Senior Management and the Board of Directors, while serving as the primary liaison for employee needs and building management. Additionally, this position oversees day-to-day office operations to ensure an organized, efficient, and positive workplace. This role contributes to strategic leadership support and fosters a collaborative work culture.
RESPONSIBILITIES AND DUTIES
- Maintain a clean, organized, professional office environment and coordinate with cleaning services.
- Manage office supplies, snacks, and equipment to ensure availability and functionality.
- Serve as the primary liaison with building management for maintenance, updates, and communications.
- Act as fire warden for the corporate office, ensuring compliance with safety protocols and emergency preparedness.
- Maintain updated floor plans and seating assignments.
- Oversee general contracting work and office facility projects.
- Provide comprehensive administrative assistance to senior leadership, including expense reports, photocopying, and printing.
- Coordinate travel arrangements for senior management and board members (airfare, lodging, transportation, meals).
- Coordinate office parking and metro bus passes.
- Maintain physical and electronic filing systems for board documentation and office records.
- Prioritize and manage multiple tasks, ensuring timely completion under deadline pressures.
- Arrange catering for office meetings, board sessions, and business travel meetings; manage set-up and cleanup.
- Organize office celebrations, team-building activities, and off-site events.
- Coordinate logistics for board meetings and other executive gatherings.
- Act as the point of contact for building management and landlord communications.
- Serve as the admin account contact for FedEx and manage incoming/outgoing mail distribution.
- Prepare workstations for new employees to ensure a welcoming and efficient setup.
- Maintain office equipment, including postage machines and kitchen appliances.
- Perform additional tasks as assigned in a timely manner.
QUALIFICATIONS
To perform the duties of this position successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below outline the knowledge, skills, abilities, and competencies required for this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
- Minimum of five (5) years of experience in office administration or a related role.
- Positive, proactive attitude with a strong willingness to learn.
- Excellent communication and interpersonal skills; able to interact professionally with staff, leadership, and visitors.
- Ability to work independently, exercise sound judgment, and take initiative.
- Strong organizational skills with the ability to prioritize and manage multiple tasks effectively.
- Demonstrate leadership qualities to maintain credibility, trust, and support with senior management.
- Exceptional attention to detail and commitment to accuracy.
- Skilled in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
WORKING CONDITIONS / PHYSICAL REQUIREMENTS
The working conditions, environment, and physical requirements and activities listed below are representative of those an employee must meet to perform the essential functions of the job successfully. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions.
Working Conditions and Environment: While performing the duties of this position, the individual generally has good working conditions. The employee is often exposed to moderate noise from office equipment and co-workers.
Physical Requirements/Activities: The position requires regular physical activity, including standing, walking, sitting, reaching, carrying, and handling objects. Candidates must be able to use hands and fingers for tasks such as typing and operating office equipment. Effective verbal communication and active listening are essential, as the role involves frequent interaction with others. This position involves sitting for approximately 90% of the workday. Occasionally, employees are required to kneel, bend, push, pull, lift, or twist. Occasionally, employees are required to lift or exert force of up to 10 pounds. Intermittently, the employee is required to lift or exert force of up to 25 pounds. Specific vision ability required is close vision of 20 inches or less.
Equal Employment Opportunity Statement
BWC Terminals provides equal employment opportunities (EEO) to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.