Motiva Enterprises LLC

Administrative Assistant

Houston, TX

full_time

About This Job

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 pivotal role in providing comprehensive administrative support to the GM, Major Capital Projects and the Major Capital Projects business unit. Operating within a dynamic and fast-paced environment, this position involves managing a wide range of administrative functions essential to the smooth operation of the office and the efficient execution of the organization's responsibilities. The Administrative Assistant will serve as a trusted partner, ensuring that administrative tasks are completed seamlessly, allowing those supported to focus on strategic initiatives and leadership priorities.

Responsibilities:

Travel & Logistics

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

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

Meeting & Event Coordination

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Schedule meetings, reserve conference rooms, arrange catering and equipment

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Record and distribute meeting minutes and action items

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

Procurement & Financial Support

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Validate and reconcile credit card charges; prepare accurate expense reports

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

Technology & Systems Support

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Submit and manage ServiceNow IT requests

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

Communication & Office Management

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Draft and distribute departmental communications

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Maintain distribution lists, seating charts, and coordinate office moves

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

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Act as Safety/Floor Warden for assigned areas

General & Cross-Team Support

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Provide backup coverage for other administrative assistants

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Support ad hoc projects and other administrative duties as assigned

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Interface professionally with all levels of the organization and external partners

Experience and Qualifications:

Required Education and Experience:

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High school diploma or equivalent required; associate or bachelor's degree preferred

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

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Advanced proficiency in Microsoft Office Suite, especially Excel, PowerPoint, and Outlook; working knowledge of OneDrive and collaboration tools

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

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Exceptional organizational skills with the ability to prioritize and execute multiple tasks simultaneously with accuracy and efficiency

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

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Excellent grammar, spelling, and proofreading skills

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Demonstrated ability to interact professionally and effectively with individuals at all levels of the organization, as well as external partners and vendors

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Proactive, resourceful, and adaptable in addressing challenges and solving problems independently

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High attention to detail with a commitment to delivering high-quality work

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Ability to manage sensitive information with discretion and maintain confidentiality

Preferred Education and Experience:

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Bachelor's degree

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Experience supporting teams in Oil and Gas or Engineering