Executive Administrative Specialist

1 week ago

Houston, Texas, United States Phillips 66 Full time

Phillips 66 & YOU - Together we can fuel the future

The Administrative Coordinator role is integral in providing support to the management and personnel within the Global Compliance and HSE division. This division is tasked with essential HSE functions, including facility audits, emergency preparedness, product stewardship, field safety, and process safety, all aimed at ensuring safe and efficient operations across Phillips 66. The selected candidate will play a pivotal role in various administrative tasks, including managing document workflows, supporting web-based emergency response initiatives, organizing training sessions, and liaising with external partners. The position requires a basic understanding of document and data analysis, contributing significantly to the strategic objectives of the organization from a supportive standpoint.

Key Responsibilities:

  • Delivering comprehensive administrative support with a polished executive demeanor.
  • Handling sensitive and confidential information with the utmost discretion.
  • Coordinating team schedules across multiple locations for audits, drills, and other compliance-related events.
  • Organizing conferences and training sessions, including logistics such as room setup and catering, while attending to the needs of visitors.
  • Arranging travel plans, creating itineraries, and managing visa applications.
  • Drafting, reviewing, finalizing, and submitting documentation to leadership as required.
  • Gaining familiarity with the organizational structure and roles within the department and company.
  • Interacting professionally with external contacts, managing phone communications, and escorting visitors.
  • Creating, revising, and distributing various documents, data tables, presentations, and spreadsheets using Microsoft Office Suite.
  • Assisting in the analysis of documents or spreadsheet data, including benchmarking and budget tracking.
  • Preparing executive briefing materials for trade association meetings.
  • Managing and maintaining various information sites, including SharePoint and Intranet.
  • Overseeing office supply inventory and ordering supplies within budget constraints.
  • Handling mail distribution and package shipments.
  • Utilizing web-based applications for employee onboarding and IT support.
  • Creating requisitions in SAP and coordinating 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 applications.
  • Minimum of 3 years of experience in administrative support roles.
  • 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 and manage multiple tasks in a dynamic work environment.
  • Excellent interpersonal and organizational skills, with effective communication across all management levels.
  • Over 7 years of experience in administrative support.
  • Proven track record of delivering high-quality results on time.
  • Strong work ethic and initiative to learn new responsibilities.
  • Knowledge of records management principles.
  • Experience in calendar management.
  • Ability to build and maintain professional networks.
  • Familiarity with Office 365, SAP, and other essential software tools.

Total Rewards

At Phillips 66, we prioritize providing high-quality programs and care for our employees and their families. We believe that a culture of well-being—encompassing physical, emotional, social, and financial aspects—is crucial for a high-performing organization. Our commitment to excellence enables us to achieve outstanding results both personally and professionally. Eligible full-time employees can enjoy a range of benefits, including:

  • Annual Variable Cash Incentive Program (VCIP) bonus.
  • 8% 401k company match.
  • Cash Balance Account pension.
  • Comprehensive medical, dental, and vision benefits, including contributions to Health Savings Accounts.
  • Total well-being programs and incentives, including Employee Assistance Plans and family care services.

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