Executive assistant

Support Pacifico Energy’s executive team by keeping schedules, communications, travel, meetings, and special projects organized as the business grows. You will anticipate needs, protect time for priorities, and handle sensitive information with discretion. You will provide day-to-day support across the executive team and report directly to the Chief People Officer, who oversees workload, resolves competing priorities, and manages performance.

What you get to do:

• Manage executive calendars across time zones, prioritize requests, resolve conflicts, and protect time for preparation and priority work.
• Monitor and organize executive inboxes as delegated, flag urgent matters, draft responses, and track requests through completion.
• Coordinate domestic and international travel for executives, including itineraries, accommodation, ground transportation, and changes to plans.
• Organize executive, leadership, board, and external meetings; coordinate logistics, prepare agendas and materials, and record decisions and action items as appropriate.
• Prepare and proofread correspondence, presentations, reports, and briefing materials; gather information and ensure executives are prepared for meetings.
• Serve as a professional point of contact for executives, colleagues, and external partners; handle sensitive requests and follow up on commitments.
• Maintain confidential files, contact lists, and executive records; coordinate document approvals and signatures through the appropriate channels.
• Prepare executive expense reports, collect receipts, reconcile charges, and coordinate with Finance to resolve questions and submit accurate records.
• Partner with the Chief People Officer to balance requests across executives, flag competing deadlines, and clarify priorities, timing, and ownership.
• Coordinate with office and People teams on leadership offsites, events, and visits, including venues, materials, catering, and logistics.
• Take on ad hoc assignments and special projects as needs arise, including research, planning, and cross-functional coordination; track milestones, communicate progress, and follow through to completion.

What you bring to the role:

• Experience providing executive or senior-level administrative support, including support for multiple leaders with competing priorities.
• Demonstrated ability to manage complex calendars and travel arrangements, anticipate needs, and adapt when plans change.
• Sound judgment and discretion with confidential business, financial, and employee information.
• Clear, professional written and verbal communication, with careful proofreading and attention to detail.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams, and confidence learning new administrative tools.
• Strong organization and follow-through, with the ability to manage ad hoc projects, clarify priorities, flag risks, and work independently as needs change.
• Experience supporting an international executive team or working in energy, infrastructure, development, or another project-based business is a plus.