| Location: |
Houston, Texas, United States |
| Company: |
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Company Overview:
[Company]is an international, integrated energy company with operations in nearly 40 countries. As the third-largest integrated energy company in the United States and fifth-largest refiner in the world, [Company]goal is to deliver energy in a safe, environmentally and socially responsible manner. Approximately 32,600 [Company]employees work worldwide to consistently deliver top performance and value to maintain the company's global market position. Employees' individual talents and strengths combine to create a diverse and energized workforce within[Company]. Headquartered in[Location], the company had $178 billion of assets as of December 31, 2007.
As the fourth-largest finished lubricants supplier in the United States, [Company] Lubricants offers customers four premier brands, including 76® Lubricants, Conoco,® Phillips 66® and Kendall® Motor Oil. The combination of these diverse brands, along with supplying a number of private label and original equipment manufacturers (OEM's) in North America, gives [Company] a position in all key lubricants markets. Nationwide, the distribution network consists of Marketers, mass merchandise stores, fast lubes, tire stores, automotive dealers and convenience stores. [Company] lubricants are sold in all 50 U.S. states and in over 50 countries worldwide.
Lubricants foundation is an integrated value chain that starts with the refining and manufacturing of crude feedstocks into base oils, which then are sold into the marketplace or further manufactured at the company's blending facilities as branded lubricants. The company's five proprietary blending facilities and its world-class research and development facilities enable [Company] to supply premium quality products.
Responsibilities:
The Administrative Assistant reports directly to the General Manager of the Lubricants business and also supports four additional members of the Lubes Leadership Team (LLT) as well as occasional support for 50 Houston-based employees. This position has a significant breadth of responsibility and interacts with the entire Lubricants organization, which consists of about 370 employees located throughout the United States. The selected candidate will be a key contributor to the strategic goals of the business from an administrative capacity.
The responsibilities of the Administrative Assistant may include:
- Provide administrative support to the General Manager - Lubricants Business and the Lubricants Leadership Team (LLT), consisting of four Managers of the Lubricants business segments, plus occasional support of Lubricants Human Resources. Partner with and provide back-up for the Commercial Lubricants organization's Administrative Assistant.
- Coordinate all office and administrative support duties including answering the telephone, directing calls to others as appropriate, making arrangements for visitors, enter timekeeping for managers, meeting arrangements and other administrative needs. Provide occasional administrative support for 50 Houston-based employees.
- Ensure that the GM is prepared for meetings including regular contact with other senior managers and staff members and outside customers.
- Develop an understanding of the Lubricants value chain to ensure that callers are referred to the appropriate party.
- Professionally represent [Company] and the Lubricants organization through telephone and personal interaction with outside companies.
- Schedule meetings as well as catering arrangements, e.g., organize appropriately-sized rooms, ensure supplies and technology are available for the meeting (e.g. white boards/flip charts, projectors, video conference, as required), order food as required in appropriate quantities (reconfirm in-person attendance), maintain meeting agenda and materials, organize meeting times that are acceptable for the attendees; resolve conflicts as necessary, document and distribute meeting minutes.
- Maintain group distribution lists for regular use.
- Serve as Lubricants GRLA (Group Records Lead Assistant) and facilitate the DRM (Document Retention Management) process for appropriate groups, including keeping shared documents well organized and compliant, develop and administer document and record processes and procedures. Facilitate and promote the annual records organization campaign. Maintain master records lists.
- Welcome Houston based new hires and co-ordinate their office/computer set-up.
- Process invoices as required.
- Work with sensitive information in a confidential manner.
Basic/Required Qualifications:
High school diploma/GED
Legally authorized to work in the United States on a regular full-time basis without restrictions.
Proficient (perform the skill with limited assistance) with Word, Outlook, Excel and PowerPoint.
Five years experience in an administrative role.
Preferred Qualifications:
- Experience supporting multiple managers and employees
- Skilled at applying judgment and discretion with regard to confidential and sensitive business matters.
- Demonstrated professionalism
- Results Oriented - Effective at self planning, organizing and time management with limited direction. Anticipates needs and sets timelines to ensure others have advance knowledge of their role and the business needs
- Able to manage multiple unplanned/critical tasks at the same time.
- Personally Motivated - Shows strong positive attitude and a demonstrated ability to initiate rather than react. Proactive at raising and resolving time and priority conflicts.
- Ability to work independently.
- Is innovative and creative. Knows how to get things done
- Strong Interpersonal Skills - Ability to effectively communicate with wide range of individuals and cultures. Interacts effectively with all levels of internal and external contacts.
- Excellent verbal and written communication skills. Able to draft correspondence and presentations.
- Technical/Business Expertise - Strong personal computer skills with the ability to learn new applications quickly. In addition to required experience noted above, experience with SAP (CATS and SD), and expense reporting systems.
- Promotes an environment that supports effective collaboration with staff in Lubricants and all other organizations to ensure smooth coordination. Able to build a well developed network and resource base to call upon for assistance/answers.
- Drives company core values.
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, or J or who need sponsorship for work authorization now or in the future, are not eligible for hire.
[Company] is an equal opportunity employer
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