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Executive Administrative Specialist

2 months ago

Houston, Texas, United States Phillips 66 Full time

Phillips 66 & YOU - Together we can fuel the future

The Administrative Coordinator role is essential in providing support to the management and personnel within the Global Compliance and HSE division. This division plays a critical role in delivering functional HSE assistance and conducting facility evaluations, emergency preparedness, product stewardship, field safety, fuels quality assurance, and process safety, all aimed at promoting safe and efficient operations throughout Phillips 66. The selected individual will engage with teams across Global Compliance & HSE, executing the department's document management strategy, assisting with the web-based emergency response protocols, organizing conferences and training sessions, liaising with external organizations, and collaborating with management and other support personnel as needed. This position requires a fundamental ability to analyze documents and data effectively. The chosen candidate will significantly contribute to the strategic objectives of the organization from a supportive role.

Key Responsibilities:

  • Delivering comprehensive support for various administrative tasks while maintaining a professional demeanor.
  • Handling sensitive and confidential information with utmost discretion and integrity.
  • Coordinating team schedules across multiple locations for audits, drills, and other Global HSE & Compliance activities.
  • Organizing conferences and training sessions, including room arrangements, catering, and accommodating external visitors.
  • Arranging travel logistics, preparing itineraries, and managing visa applications.
  • Drafting, reviewing, finalizing, and submitting documents to leadership as required.
  • Gaining an understanding of the organizational structure and roles within the department and the company.
  • Professionally interacting with external business contacts, ensuring timely communication and visitor management.
  • Creating, revising, and distributing various documents, data tables, briefing materials, presentations, and spreadsheets (Microsoft Excel, Tableau/Power BI, Word, PowerPoint, Outlook).
  • Assisting in the analysis of documents or spreadsheet data, including external benchmarking and budget tracking.
  • Preparing executive briefing materials for trade association meetings.
  • Managing and maintaining various information sites, including SharePoint, LiveLink, and Intranet.
  • Overseeing office supply inventory and ordering supplies within budget constraints.
  • Distributing mail and coordinating package shipments.
  • Utilizing web-based software applications to assist with new employee onboarding and existing employee support.
  • Creating requisitions in SAP, processing invoices, and collaborating with the Finance team for budget reviews.

Required Qualifications:

  • Legally authorized to work in the job posting country.
  • High school diploma or GED equivalent.
  • Intermediate proficiency in Microsoft Office: Word, Excel, PowerPoint, Outlook, and SharePoint.
  • Minimum of 3 years of experience in administrative support.
  • Willingness to learn and adapt to new technologies.
  • Availability to work overtime as needed.

Preferred Qualifications:

  • Advanced verbal and written communication skills.
  • Strong ability to prioritize, multitask, and manage competing demands in a dynamic work environment.
  • Excellent interpersonal and organizational skills, with the ability to communicate effectively across all levels of management and external organizations.
  • 7 or more years of experience in administrative support.
  • Consistently delivers results on time with high-quality standards.
  • Strong work ethic and initiative to learn new tasks.
  • Knowledge of records management principles and their application within the organization.
  • Experience in calendar management.
  • Ability to build and maintain networks within the organization.
  • Familiarity with Office 365, SAP, LiveLink, Power BI, Tableau, and other essential systems.

Total Rewards

At Phillips 66, we prioritize providing access to high-quality programs and care for our employees and their families. We maintain a culture of well-being—physical, emotional, social, and financial—as it is essential for a high-performing organization. When we are at our best, we are poised to deliver exceptional results—both personally and professionally. Benefits for 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.
  • Comprehensive well-being programs and incentives, including Employee Assistance Plan, well-being reimbursement, and backup family care services.