Administrative Assistant

At Motiva, our employees’ energy, passion, and dedication to excellence are what make us who we are and what allows us to generate energy that makes a house a home, gets us from point A to point B, and enables our health and wellbeing. We invest in every aspect of our employees’ lives because, at Motiva, our people matter.

Headquartered in Houston, Texas, Motiva refines, distributes and markets petroleum products throughout the Americas. The company’s Port Arthur Manufacturing Complex in Port Arthur, TX, is comprised of North America’s largest refinery with a total throughput of 720,000 barrels per day, the world’s second largest base oil plant, and an integrated chemical plant. Under exclusive long-term brand licenses with Shell and Phillips 66 (for the 76® brand), Motiva’s commercial operations supply more than 12 billion gallons of fuel to customers annually. Motiva is wholly owned by Aramco, one of the world’s largest integrated energy and chemicals companies.

Position Overview:

The Administrative Assistant will play a key role in supporting both the Controller and the broader Controllers organization. This position operates in a fast-paced, dynamic environment and involves handling a wide range of administrative tasks that are essential to keeping things running smoothly.

We’re looking for someone who can be a reliable partner—someone who ensures day-to-day operations are handled seamlessly so the team can stay focused on strategic priorities and leadership initiatives. If you’re organized, proactive, and thrive in a collaborative setting, this could be a great fit.

Responsibilities:

Calendar & Schedule Management

- Manage complex calendars for senior leaders, including scheduling meetings, resolving conflicts, and prioritizing time-sensitive requests

- Coordinate recurring leadership meetings and ensure alignment with business priorities

Monitor and adjust schedules proactively to accommodate shifting priorities and urgent needs

Travel & Logistics

- Coordinate domestic and international travel, including itineraries, visa/passport applications, and occasional travel to the Port Arthur Manufacturing Complex or third-party contractor sites

- Plan and coordinate site visits to the Port Arthur Manufacturing Complex for internal and external stakeholders

Meeting & Event Coordination

- Schedule meetings, reserve conference rooms, arrange catering and equipment

- Record and distribute meeting minutes and action items

- Assist with planning team events and support Culture Ambassador and Fun Team activities

Procurement & Financial Support

- Validate and reconcile credit card charges; prepare accurate expense reports

- Order office supplies, business cards, holiday cards, and branded materials

Technology & Systems Support

- Submit and manage ServiceNow IT requests

- Serve as a point of contact for records and systems support (e.g., Workday, T&E, Right Angle, MSAP, Ariba)

Communication & Office Management

- Draft and distribute departmental communications

- Maintain distribution lists, seating charts, and coordinate office moves

- Support onboarding/offboarding processes (Joiner/Mover/Leaver)

- Act as Safety/Floor Warden for assigned areas

General & Cross-Team Support

- Provide backup coverage for other administrative assistants

- Support ad hoc projects and other administrative duties as assigned

- Interface professionally with all levels of the organization and external partners

Experience and Qualifications:

Required Education and Experience:

- High school diploma or equivalent required

- Minimum of 7 years in a high-level administrative, coordination, or project support role, with at least 5 years supporting executive-level leadership in a fast-paced, dynamic environment

- Advanced skills in Microsoft Office Suite—especially Excel, PowerPoint, and Outlook; working knowledge of OneDrive and other collaboration tools

- Proven ability to manage complex calendars, coordinate domestic and international travel, and handle logistics for site visits and meetings

- Strong organizational skills with the ability to juggle multiple tasks and priorities efficiently and accurately

- Excellent written and verbal communication skills, including drafting, editing, and formatting professional correspondence, presentations, and reports

- Top-notch grammar, spelling, and proofreading skills

- Comfortable interacting professionally with all levels of the organization, as well as external partners and vendors

- Proactive, resourceful, and adaptable when solving problems independently

- High attention to detail and a strong commitment to quality

- Ability to handle sensitive information with discretion and maintain confidentiality

Preferred Education and Experience:

- Associate or bachelor’s degree preferred

- Experience supporting teams in Oil & Gas or Engineering environments

We reserve the right to amend or withdraw Motiva jobs at any time, including prior to the closing date. Depending on qualifications, the successful candidate may be offered a position at a more appropriate level and/or grade.

Applicants for regular U.S. positions must be authorized to work in the United States for Motiva Enterprises LLC without the need for sponsorship of an immigration authorization or visa (for example, TN, H-1B, or other employment-based immigration authorization or visa).

Motiva participates in E-Verify.

All qualified applicants will receive consideration for employment without regard to race, color, sex, national origin, age, religion, disability, sexual orientation, gender identity, protected veteran status, citizenship, genetic information, or other protected status under federal, state, or local laws.