Executive 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

Executive Administrative Assistant

will play a pivotal role in providing comprehensive administrative support to the Vice President (VP) and Chief Information Officer (CIO). 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 VP and CIO's responsibilities. From coordinating schedules and meetings to handling sensitive information with confidentiality and professionalism, the Executive Administrative Assistant will serve as a trusted partner to the VP and CIO, ensuring that administrative tasks are completed seamlessly, allowing them to focus on strategic initiatives and leadership priorities.

Responsibilities:

- Execute a variety of administrative tasks necessitating confidentiality, initiative, and discernment.

- Manage incoming phone calls, correspondence, and mail, including organizing and preparing confidential materials for executive meetings.

- Coordinate travel arrangements for executives, including flights, accommodations, transportation, visas, and passports.

- Maintain and organize the Executive Leadership Team (ELT) calendar, scheduling recurring and ad-hoc meetings as needed.

- Collaborate with other Administrative Assistants to schedule quarterly meetings and coordinate conference rooms.

- Interface professionally with all levels of the organization.

- Cultivate positive relationships with internal and external Personal Administrative Assistants, facilitating meetings, dinners, and access to One Allen Center.

- Assist in the onboarding process for new team members.

- Validate credit card expenses and complete monthly expense reports accurately.

- Maintain the utmost confidentiality when handling highly sensitive data.

- Manage filing systems and records, ensuring efficient records management.

- Perform various miscellaneous job-related duties, such as arranging catering for meetings, event planning, and providing support for large meetings and team off-sites, including cleanup afterward.

- Address problems of diverse scope, requiring both data analysis and judgment.

Experience and Qualifications:

Basic Qualifications:

- High school diploma or equivalent education

- Minimum ten (10) years' experience as a proven professional assistant, with a minimum five (5) or more years of experience supporting executive levels in a fast-paced technical environment strongly preferred.

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

- General knowledge of OneDrive.

- Hands-on experience in scheduling travel arrangements.

- Strong organizational skills and multi-tasking ability

- Proactive approach to problem-solving with strong decision-making skills.

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

- Ability to effectively communicate with all levels of the organization

- Excellent communication, grammar, and proofreading skills, both oral and written.

- Strong time management skills, capable of prioritizing and managing multiple tasks in a fast-paced environment.

- Attention to detail and problem-solving skills

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

- Proven ability to handle sensitive matters with integrity and discretion.

- Availability outside of standard hours to address priority business and crisis situations occasionally.

- Demonstrated strong organizational skills, capable of seamlessly performing and prioritizing multiple complex tasks with excellent attention to detail.

Preferred Qualifications:

- Bachelor's degree

- Experience with SAP/Ariba