Administrative Assistant
Motiva Enterprises LLC

Job Info

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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 Vice President of Fuel Sales & Marketing, Vice President of Base Oils and Director of Business Operations and their respective business units. 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 these members of the Leadership Team to focus on strategic initiatives and leadership priorities.

Responsibilities:

• Coordinate travel arrangements (domestic and international), prepare itineraries, process Visa & Passport applications
• Validate credit card expenses and prepare expense reports accurately
• Order business cards, Holiday cards, Motiva stationery
• Schedule meetings. book conference rooms, order catering and equipment as necessary
• Process Service Now Requests (IT) for above mentioned staff
• Coordinate and support groups with Purchase Requisitions Requests
• Prepare, create, distribute & track Purchase Orders for all Vendors
• Process invoices via ARIBA
• Act as Records System Focal Point and aid staff on systems (Workday, T&E, Right Angle, MSAP, Ariba, etc.)
• Draft and send departmental communications, when needed
• Provide backup support to the other Commercial Organization Administrative Assistants
• Coordinate facilities and administrative processes for Joiner/Mover/Leaver process (JML)
• Maintain and order office supplies
• Maintain contact / distribution lists
• Coordinating office moves & maintain the floor seating chart
• Assist with Sports & Event management
• Support Fun Team and Culture Ambassadors and in meeting coordination
• Safety/Floor warden - Lead focal for floors where supported businesses reside
• Interface professionally with all levels of the organization
• Ad Hoc Projects/other activities

Experience and Qualifications:

Required Education and Experience:

• Demonstrated proficiency with Microsoft Office (PowerPoint, Excel, Word, Outlook, Teams, OneNote etc.)
• Ability to address issues proactively and find practical solutions.
• 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
• Attention to detail and problem-solving skills
• Ability to demonstrate resourcefulness and adaptability by handling unforeseen circumstances when they arise
• Demonstrated strong organizational skills, capable of seamlessly performing and prioritizing multiple complex tasks with excellent attention to detail

Preferred Education and Experience:

• Bachelor's degree
• Marketing Coordinator or Project Manager experience

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.

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