Administrative Support Specialist

Who are we?
At Calumet we deliver innovative specialty products trusted by companies across the globe. We are the foundation to everyday essential products that help millions of people live and thrive. We are headquartered in Indianapolis and have numerous production locations in the US. We are customer focused and utilize our values of collaboration and entrepreneurship to grow the business. We offer a dynamic, high-performance environment where team members can have real input and impact on our business. If you’re ready to roll up your sleeves, treat the business as if it is your own and add value accordingly, come see why we’re Calumet Proud!

Position Summary:

The Administrative Support Specialist provides high‑level administrative, organizational, and operational support to the General Manager (GM), Senior Vice President (SVP), and refinery leadership team. This role ensures smooth operation of the GM’s office, manages sensitive information, supports compliance and regulatory activities, and coordinates cross‑functional communication in a fast‑paced, safety‑sensitive environment. Includes purchase order and p‑card authority within assigned limits.

Executive & Administrative Support:

• Manage complex calendars, priorities, meetings, travel, and expense reporting for GM/SVP.
• Prepare executive‑level presentations, reports, correspondence, and communication materials.
• Coordinate meeting logistics, agendas, minutes, action items, and training schedules.
• Perform general administrative duties: document preparation, copying/scanning, mail handling, supply management and other duties as assigned.

Refinery & Compliance Coordination:

• Serve as liaison between GM’s office, refinery departments, corporate teams, regulators, and vendors.
• Maintain compliance schedules; assist with audits (DOE, OSHA, EPA, PSM, DOT/PHMSA, DEQ).
• Support site access, badging, contractor onboarding, training records, and safety documentation.
• Maintain and publish refinery calendars (turnarounds, outages, regulatory milestones).

Data, Reporting & Financial Support:

• Compile and distribute operational and leadership reports (KPI, safety, maintenance, reliability, cost).
• Track project deliverables, performance metrics, and action items.
• Create POs, process invoices, and manage p‑card expenditures.
• Maintain org charts, distribution lists, administrative databases, and training data.

Project, Event & Emergency Support:

• Support cross‑functional projects, turnarounds, events, and improvement efforts.
• Coordinate GM project timelines and communications.
• Assist with town halls, safety stand‑downs, leadership forums, and engagement events.
• Provide administrative support during emergency response and drills.

Minimum Qualifications:

• High school diploma or GED.
• 3 years administrative/coordination experience.
• Advanced Microsoft 365 proficiency.
• Strong communication, confidentiality, and organizational skills.

Preferred Qualifications:

• Associate’s or Bachelor’s degree.
• 5 years industrial/manufacturing administrative experience.
• Experience with ERP and EHS/compliance systems.
• Knowledge of DOE, OSHA, EPA, PSM, DOT/PHMSA.
• Event or project coordination experience.

Core Competencies:

• Proactive Ownership
• Discretion & Professionalism
• Operational Excellence
• Clear Communication
• Collaboration & Relationship Building
• Resilience Under Pressure

Working Conditions & Safety:

• Onsite role within operating refinery environment.
• Compliance with PPE/safety requirements.
• Occasional off‑hours support.
• Ability to lift up to 20 lbs.

Salary and benefits commensurate with experience. We are an equal opportunity employer including disability and veteran. All offers of employment are conditioned upon successfully passing a drug test.