Administrative Assistant - Production

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 largest base oil plant in the western hemisphere, 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:

We are seeking an experienced Administrative Assistant to join our Production Team. In this role, you will provide support for multiple Production Business Team Leaders located at Motiva’s refinery.

Responsibilities:

- Manage production schedules in SchedulePro.

- Prepare/format graphic presentations, organizational charts, safety training/manual, specifications, letters, invoices, proposals and recurring reports. Preparation of reports including the coordination, formatting and distribution of data according to stakeholders’ reporting requirements.

- Act as focal point for maintaining the PTC East and West building facilities including coordinating repairs, ordering/maintaining office and kitchen supply inventories, etc.

- Oversee timely completion of monthly technical reports and compile Operating Department check sheets into monthly summary report.

- Assist Business Teams and Operating Departments with ordering lunches for various work functions.

- Assist Production Excellence Manager with ensuring buildings are meeting housekeeping standards.

- Other miscellaneous clerical responsibilities include answering and directing telephone calls, initiating correspondence for the Supervisor's signature, or making travel arrangements.

- Research and compile data and statistical information, develops reports, and completes special projects as assigned.

- Plan various team-building activities and milestone celebrations to promote positive, goal achieving atmosphere.

- Organize orientation of new team members, including safety training, workstation set up, badges, parking passes, etc.

- Process invoices to ensure material, equipment and services costs are in compliance with contract(s).

- Prepare expense reports including ensuring accurate currency conversion and appropriate coding for reimbursable and non-reimbursable expenses and credit card reconciliations.

- Subscribe to and comply with Company HSE Policy and Management System; promote safe work habits among the team; input and track safety observation data to maintain compliance with HSE standards.

Experience and Qualifications:

Required Education and Experience:

- High school diploma or equivalent education

- 5+ years of experience supporting a team within the petrochemical, refining, or similar manufacturing industry

- Experience working in SchedulePro

- Demonstrated proficiency with Microsoft Office (PowerPoint, Excel, Word, Outlook, Teams, etc.)

- Experience scheduling travel, managing small projects, planning and executing events

- Strong organizational skills and multi-tasking ability

- Experience drafting, editing, and creating professional correspondence and presentations

- Ability to effectively communicate with all levels of the organization

- Effective time management skills

- Ability to demonstrate resourcefulness and adaptability by handling unforeseen circumstances when they arise

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.