Administrative Assistant

3 weeks ago

Billings, United States Phillips 66 Full time
. Phillips 66 & YOU - Together we can fuel the future

The Administrative Assistant supports the managers and staff at the Billings, MT site.

Responsibilities may include:
  • Performing a wide range of administrative duties in a professional and courteous manner
  • Professionally handle sensitive and confidential information - will maintain confidentiality under all circumstances
  • Interacting with internal staff in a professional manner - understand the basic organizational structure and roles within the department and company
  • Interacting professionally with external business contacts, reliably answering & returning phone calls, escorting visitors, and understanding basic roles of the staff groups so callers can be referred to the right people
  • Creating, revising, analyzing, proofreading and distributing various types of documents, presentations, and spreadsheets (Microsoft Excel, Word, PowerPoint, Outlook)
  • Preparing, proofreading, finalizing and submitting documents to government entities as required
  • Preparing monthly and quarterly reports, as required (i.e., safety, expenses, compliance, audits)
  • Preparing monthly and quarterly executive briefing booklets in preparation for trade association meetings
  • Managing and prioritize email and calendar for lead manager
  • Scheduling conferences, arrange and set up conference rooms, arrange meals, and attend to needs of outside visitors
  • Organizing and manage the records cataloging system; facilitate and promote the annual records organization campaign (DRM - Document Retention Management)
  • Creating, managing and maintaining various SharePoint, LiveLink and Intranet sites
  • Making travel arrangements, prepare itineraries, prepare travel visa applications, and manage calendars
  • Managing office supply inventory and order supplies as needed and within budget
  • Distributing mail and arrange shipment of packages
  • Working in web based software applications
  • Assisting with setup of new employee office/phone/IT equipment/orientation, and assist existing employees with similar needs

Required Qualifications:
  • Legally authorized to work in the job posting country
  • High school diploma/GED
  • Advanced proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and SharePoint
  • 3 or more years of experience in administrative support
  • Willing to work overtime when required
  • Very limited travel

Preferred Qualifications:
  • Advanced level of communication skills, both verbal and written
  • Ability to prioritize, multi-task and follow-up in a multi-faceted work environment, including managing unplanned/critical tasks at the same time
  • Excellent interpersonal and organizational skills and ability to communicate effectively as this job requires frequent interface with all levels of management
  • Highly effective time-management skills; delivers results on-time with high quality standards
  • Strong work ethic, takes initiative to take on and learn new tasks, high energy level
  • Knowledge of records cataloging and how to apply to organization
  • Experience in assisting with email management
  • Networking skills such as the ability to build networks in an organization
  • Experience with SAP, LiveLink, SharePoint, and CATS

Midstream

Phillips 66's Midstream business is a safe, reliable and trusted logistics provider for the movement and storage of liquid or gas energy via pipelines or terminals. We are an industry leader in logistics and operate or manage more than 22,000 miles of pipelines that transport crude oil from oil fields to refineries and finished products from refineries to storage terminals. We operate 39 terminals that supply finished products to consumer gas stations, as well as crude oil and NGL storage terminals and NGL fractionation facilities. We also provide the connectivity between the various Phillips 66 business units.

Total Rewards

At Phillips 66, providing access to high quality programs and care for you and your family is important to us. Maintaining a culture of well-being - physical, emotional, social, and financial - is essential for a high-performing organization. When we are at our best, we are poised to deliver exceptional results - personally and professionally. Benefits for certain eligible, full-time employees include:

  • Annual Variable Cash Incentive Program (VCIP) bonus
  • 8% 401k company match
  • Cash Balance Account pension
  • Medical, Dental, and Vision benefits with an annual company contribution to a Health Savings Account for employees on HDHP
  • Total well-being programs and incentives, including Employee Assistance Plan, well-being reimbursement, and backup family care services

Learn more about Phillips 66 Total Rewards .

Phillips 66 has more than 140 years of experience in providing the energy that enables people to dream bigger and go farther, faster. We are committed to improving lives, and that is our promise to our employees and our communities. We are sustained by the backgrounds and experiences of our diverse teams, which reflect who we are, the environment we create and how we work together. We have been recognized by the Human Rights Campaign, U.S. Department of Labor and the Military Times for our continued commitment to inclusive practices and policies in the hiring and retention of those in the LGBTQ+ community and military veterans. Our company is built on values of safety, honor and commitment. We call our cultural mindset Our Energy in Action, which we define through four simple, intuitive behaviors: We work for the greater good, create an environment of trust, seek different perspectives and achieve excellence.

Learn more about Phillips 66 and how we are working to meet the world's energy needs today and tomorrow, by visiting phillips66.com.

To be considered

In order to be considered for this position you must complete the entire application process, which includes answering all prescreening questions and providing your eSignature on or before the requisition closing date of 06/11/2024

Candidates for regular U.S. positions must be a U.S. citizen or national, or an alien admitted as permanent resident, refugee, asylee or temporary resident under 8 U.S.C. 1160(a) or 1255(a)(1). Individuals with temporary visas such as E, F-1, H-1, H-2, L, B, J, or TN or who need sponsorship for work authorization now or in the future, are not eligible for hire.

Phillips 66 is an EEO and Affirmative Action Employer of Women/Minorities/Veterans/Individuals with Disabilities

Nearest Major Market: Billings
Nearest Secondary Market: Montana

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