Executive Assistant
NextDecade · Houston Corporate
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JOB SUMMARY
The Executive Assistant provides high-level, confidential administrative and operational support to the Chief Financial Officer and senior leaders across Human Resources & Administration, Commercial, Policy & Corporate Affairs, and Enterprise Transformation. The role serves as a central coordination point across multiple executive offices, balancing complex calendars, travel, meetings, approvals, communications, and cross-functional initiatives in a fast-paced environment. The successful candidate anticipates needs, exercises sound judgment, protects sensitive information, and creates disciplined operating rhythms that enable leaders and teams to work effectively.
KEY RESPONSIBILITIES
Executive Support
- Provides direct support to multiple senior executives, including the CFO, EVPs, and SVPs.
- Manages complex calendars, daily priority alignment, recurring leadership meetings, and last-minute schedule changes.
- Serves as backup for CEO/COO and Board-related activities during the Senior Executive Assistant’s absence.
Travel Management
- Manages frequent domestic and international travel, including flights, hotels, ground transportation, visas, security notifications, and detailed itineraries.
- Coordinates high-complexity trips involving multiple countries, carriers, executives, external stakeholders, and changing schedules.
- Supports major industry conferences, investor roadshows, customer meetings, and site visits.
- Tracks rebooking, ticket credits, fare changes, and related expense reconciliation.
External Stakeholder and Governance Coordination
- Coordinates with investors, banks, customers, joint-venture partners, external counsel, executive search firms, , and government stakeholders.
- Supports Board and Board of Managers meetings, director searches, financing calls, investor calls, and owner-facing sessions.
- Handles confidential profiles, interview logistics, and time-sensitive executive and Board communications.
Finance, Procurement, and Controlled Document Support
- Coordinates executive signatures, wet-ink documents, Docusign packages, financing documents, purchase requisitions, budget adjustments, and notarial services.
- Confirms required legal, budget, and Delegation of Authority approvals before routing documents.
- Supports expense reporting and remediation, including complex and high-value reports.
Project and Program Coordination
- Produces recurring status reports and executive materials.
- Maintains recurring business processes, SharePoint libraries, reporting tools, and workflow controls.
EDUCATION, SKILLS, EXPERIENCE, & COMPETENCIES
Minimum Requirements
- Bachelor’s degree or equivalent combination of education and relevant experience.
- 7 or more years of progressive executive administrative experience, including direct support to C-suite or senior executives.
- Demonstrated experience managing multiple executive calendars and priorities across several functions or business areas.
- Strong experience coordinating complex domestic and international travel, executive meetings, events, and external stakeholders.
- Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint; experience with Workday, SAP, Concur, Docusign, ServiceNow, or similar platforms is preferred.
- Experience handling confidential information, sensitive personnel matters, financial or commercial documents, and time-critical approvals with discretion.
Preferred Requirements
- Experience in energy, infrastructure, finance, professional services, or another complex, highly regulated environment is preferred.
- Preferred experience leveraging AI-enabled tools to enhance work efficiency.
- Notary commission or willingness to obtain one may be preferred based on business needs.
Knowledge, Skills, and Competencies
- Judgment and discretion: Handles sensitive information appropriately and knows when to escalate.
- Prioritization and agility: Balances competing executive needs, shifting deadlines, and urgent requests without losing accuracy.
- Anticipation and ownership: Identifies needs in advance, closes gaps, and follows work through to completion.
- Communication: Communicates clearly, professionally, and tactfully with employees, executives, board members, and external stakeholders.
- Organization and attention to detail: Maintains reliable systems, accurate records, and high-quality deliverables across a broad workload.
- Collaboration: Builds effective relationships across functions, geographies, and administrative teams.
- Composure: Remains responsive and solutions-oriented during changing travel, high-profile events, and time-sensitive business matters.
Work Environment
This position operates in a professional office environment with occasional work within or outside of a complex construction environment. This role routinely uses standard office equipment such as computers, phones, photocopiers/fax, filing cabinets, etc. This is primarily a sedentary role; however, the incumbent must be able to stand and/or sit continuously to perform all essential job functions for a full shift.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to support individuals with ADA-recognized disabilities to perform the essential functions for the job.
- Ability to lift up to 20 lbs. as required in order to lift files, boxes and office equipment as necessary.
- Ability to open filing cabinets and bending, standing on a stool, or climbing as necessary to perform these functions.
- While performing the duties of this role, the incumbent may be required to talk or listen.
- Vision abilities include close vision, distance vision, color vision, and the ability to adjust focus.
- The incumbent is required to stand, walk, use hands to handle or feel; and reach with hands and arms.
- Ability to move throughout all areas of each office/site location and facilities.
- Able to wear all necessary PPE equipment to perform job functions.
- Other Duties
- Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
*In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
NextDecade provides equal employment opportunities (EEO) to all applicants without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. NextDecade complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.
DOT Requirements: The US Department of Transportation (DOT) and the company have adopted regulations governing the control of drug use by people in certain job classifications. This position is subject to the Federal Pipelines Regulation; and is stipulated in the 49 Code of Federal Regulations (CFR) part 40 that requires drug and alcohol testing and must meet testing standards. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions as defined per Company policy.
NEXTDECADE VALUES
Safety – We make safety a priority. Everything we do relies on the safety of our people and the communities around us.
Integrity – We do the right thing, and are open, ethical, and fair. We hold ourselves to the highest standards in all that we do.
Honesty – We value truth and honesty in ourselves and others. We honor our commitments and take responsibility for our actions.
Respect – We listen, and respect people, the environment, and the communities in which we live and work.
Transparency – Transparency builds trust. We promote open communication with our people, our customers, and all our stakeholders.
Diversity – We value diversity of people and thought. It takes people with different strengths, ideas, and cultural backgrounds to make our company succeed.