Sr. Administrative Assistant

Found in: beBee S US - 2 weeks ago

Houston, United States Lyondell Basell North America Full time

LyondellBasell

Basic Function

This Sr. Administrative Assistant position is responsible for managing office administration duties for (2) Global I&D Manufacturing executives and (2) North America Sales executives located in the LyondellBasell Tower.  General duties include office management tasks such as scheduling meetings and travel for senior leaders, as well as serving as the lead responsible for special event planning such as customer outings, major trade shows and conferences, and global team meetings.  The position requires some out-of-town travel (~10%).  The working environment is dynamic, with many parallel tasks running at any given point in time.

Roles & Responsibilities

 

General Office Management Duties

 

  • Maintain Outlook Calendars for SVP, Global I&D Manufacturing/Oxyfuels and Sr. Director, Global I&D Manufacturing.  General admin support for NA Sales Executives and the team
  • Arrange business travel (domestic and international)
  • Maintain Purchasing Cards, Expense Reports and Statement Reconciliations
  • Organize and manage execution of Global I&D Manufacturing & Oxyfuels Meetings, including securing venues, arranging meals, ensuring meeting infrastructure
  • Weekly I&D business updates (coordination)

 

Event Planning:  Customers & Engagement

 

  • Organize major customer events for the Americas sales team.  This includes tracking attendees/registrations, securing meeting space, accommodations, etc.
  • Annual AFPM conference (responsible for all LYB attendees/meetings)
  • North America Sales Team Meetings
  • Annual Golf outing
  • Annual Ski outing
  • Annual US Open Tennis outing
  • Annual Fishing trip
  • Additional, smaller events
  • Purchase/manage inventory of customer promotional items.  Handle cost transfers for promotional supplies.
     

Sales Reporting Admin 

 

  • Sales team Monday Sales/Distribution Call Mgmt
  • Monthly T&E Expenditure vs Budget Reports
  • Monthly I&D sales report
  • Other duties
  • Monthly Promotional Items report
  • Chemical Sales Account Listing
  • Birthday/Anniversary Cards
  • Sales team Defensive Driving Mgmt
  • Departmental Address and Phone List
  • Compliance Notification Forms
  • File commercial contracts in Documentum

 

Other Duties

 

  • Maintain multiple SharePoint Sites
  • Manage new hire on-boarding as required
  • Manage Outlook distribution lists
  • Order office supplies incl. business cards, cell phones, etc
  • Process check requests
     
Min. Qualifications
  • Projects management; simultaneous management of multiple tasks
  • High-level of organization and customer-focus skills required
  • Expense reporting (SAP Concur) and approvals
  • Minimum Associate’s Degree or 15 years of work experience
  • Minimum 10 years working experience
  • Demonstrated experience interfacing with customers
  • Demonstrated experience successfully managing execution of multiple projects / events simultaneously
  • Languages: English, additional language (Spanish) a plus
  • Microsoft Office Suite (Word, Power Point, Excel)
Preferred Qualifications
  • Bachelor’s Degree preferred
  • Presentation skills a plus
Competencies CollaboratesCultivates innovationCustomer focusDemonstrates courageDrives resultsEnsures accountabilityInstills trust and exemplifies integrity


We are LyondellBasell – a leader in the global chemical industry creating solutions for everyday sustainable living. Through advanced technology and focused investments, we are enabling a circular and low carbon economy. Across all we do, we aim to champion our employees, and unlock value for customers, investors and society. LyondellBasell places high priority on diversity, equity and inclusion and is strongly committed to our planet, the communities where we operate and our future workforce.  As one of the world’s largest producers of polymers and a leader in polyolefin technologies, we develop, manufacture and market high-quality and innovative products for applications ranging from sustainable transportation and food safety to clean water and quality healthcare. For more information, please visit www.lyondellbasell.com or follow @LyondellBasell on LinkedIn.

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