Description
Provides specialized administrative support to leadership and teams. Exercises considerable discretion and independent judgement in managing the flow of work within the area of responsibility. Works with a limited degree of supervision, with full authority of the supported leader(s).
Responsibilities
• Maintains an in-depth understanding of role, work group, and computer applications to work independently, appropriately prioritize work and provide professional administrative support to leaders, colleagues or groups in the organization.
• Able to meet tight deadlines in a fast-paced and quickly changing environment.
• Demonstrated strong organizational skills.
• Proactive, resourceful and self-motivated.
• Independently schedules meetings and events, books conference rooms, orders food drink, escorts and manages visitor guest process.
• Coordinates the end-to-end delivery of department or group events or special projects.
• Take notes at meetings and compress relevant information into a brief summary action items.
• Clear and concise verbal and written communication skills.
• Creates open channels of communications to help the department understand and utilize information more effectively. Trusted with sensitive confidential information; proven discretion required.
• Administrative point of contact with the ability to rapidly establish rapport within workgroup, leadership and clients, internal and external.
• Proactive approach to problem solving. Ability and knowledge to answer business function questions and take appropriate actions in the absence of the Leader.
• Strong attention to detail and ability to keep work flowing without distractions or interruptions.
• Good time management skills – ability to plan your tasks and the time they will take.
• Supervise other office assistants or delegate work to other admins and other office workers.
• Displays approachable demeanor for a positive coaching and mentoring environment by supporting an inclusive culture. Ability to work in a team and prioritize requests from multiple managers. Work effectively with others to meet or exceed organizational goals.
• Ability to arrange complex domestic and international travel and prepares itinerary. Strong attention to detail. Understands time zone and cultural differences.
• Complex calendar and time management to support leader and business objectives. Independently it works to manage changing priorities and circumstances.
• Experienced with numerous business software applications stays up-to-date on changing technology (e.g., Microsoft Office). Ability to quickly learn new internal electronic systems, and to share knowledge with others.
• Manage TER reporting, review and approve TERs on behalf of leader. Informs individuals of discrepancies. Ensure employees adhere to company policy requirements including the company's Code of Business Conduct.
• Advocate for the company's safety behaviors; often may be safety warden or contact for team, floor, etc.
• Must be able to set priorities and have the ability to simultaneously handle multiple tasks. Must be flexible and able to quickly adapt to changes and anticipate needs. Demonstrated self-motivation. Reduce complexity to simplicity. Strive to do more than what is expected of you. Actively request feedback and follow it. Network with other admins, groups, to leverage best practices. Takes well-calculated risks in cooperation with leader, team or project leader.
• Builds and maintains relationships inside and outside natural workgroups to achieve a positive outcome. Drives a culture of trust and transparency. Targets written and verbal comms to different audiences clearly and concisely Promotes partnerships within and between teams. Works towards win-win outcomes in relationships with others in the company's organization.
• Proven leadership skills.
• Creates open channels of communication to help the organization understand and utilize info more effectively and follows up to ensure that others understand the messaging. Must embrace change. Exceptional work ethic. Motivates and encourages others.
• Demonstrated SME traits with MS Office platform, the company's Systems software and collaborations tools. Able to assist managers and team members with everyday IT issues. Retrieves information from role-related information systems and makes basic decisions based on it. Combines data from role-related information systems with the company's workstations to enhance productivity
Requirements
• Minimum 5 years of administrative / executive assistant experience.
• Proficiency in Microsoft 365 Suite (Outlook, Excel, PowerPoint, Teams).
• Ability to compile and polish presentations for executive use.
• Experience supporting senior leaders in a corporate environment.
• Strong communication, organization, and multitasking skills.
• Ability to work onsite in both Houston and Freeport weekly. (No mileage)
Preferred
• Experience in petrochemical, owner/operator, or EPC industry, though not required.
• Familiarity with the company's internal systems (not required; will train).