Admin - Executive Assistant
1 week ago
Position: Administrative Manager Oil & Gas Refinery (Port Arthur, TX)
Responsibilities- Serve as advisor to other assistants and provide direction to corporate and platform employees.
- Ensure refinery and safety initiatives are carried out in daily activities.
- Maintain schedules for two managers, making judgment calls when difficult to find available time for desired attendees.
- Act as liaison between managers, employees, and community; prepare detailed itineraries for important visitors and handle calls.
- Handle highly confidential information on a daily basis.
- Provide administrative assistance to the Platform Manager and Operations Manager, coordinating schedules, meetings, and travel arrangements.
- Perform SAP functions to set up remittance for refinery needs.
- Responsible for handling confidential documents, protecting organizational information, and communication & information management.
- Serve as liaison between managers and external contacts, handling difficult situations when necessary.
- Schedule, plan and manage key meetings and staff briefs, including management committee meetings, supervisor meetings, and executive meetings.
- Assist with expat needs of the Platform Manager, including transportation, housing, medical coordination, and family-related matters.
- Audit and code staff expense reports for management approval, and assist with training and travel arrangements.
- Assist with ongoing Project Management G2/G3 meetings, accommodations, transit, and food.
- Chair holiday events (Holiday Party, Employee Picnic, Salvation Army Gifts for Kids Program) and oversee budgets and committee duties.
- Coordinate setup of annual holiday decorations for refinery property.
- Serve on Hurricane Response Team, Incident Documentation Team, and United Way Committee.
- Track regulatory mail to Platform Manager and notify responsible departments of deadlines.
- Order and maintain office supplies for general use and the coffee room.
- Maintain conference room schedules, multimedia equipment, and meeting supplies.
- Troubleshoot janitorial issues and manage service repair personnel in the Admin Building.
- Work with managers to gather data for the General Office Overhead Budget and prepare refinery budget for management review.
- Available on call 24 hours a day for Emergency Team responsibilities.
- Associates Degree in Office Administration with 5+ years as an administrative assistant at progressively higher level, or High School Diploma with 10+ years of progressive experience.
- Excellent communication, organizational, interpersonal, and administrative skills.
- Business awareness and event planning experience highly preferred.
- Ability to multi-task and prioritize based on deadlines; availability and responsiveness are fundamental.
- Ability to handle highly confidential documents and information appropriately.
- Assertiveness and ability to handle difficult situations.
- Understanding of refinery and corporate management structure and procedures.
- Seniority level: Mid-Senior level
- Employment type: Full-time
- Job function: Administrative
- Industry: Oil and Gas
Apply now to contribute to safety, efficiency, and community engagement in a dynamic refinery environment.
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