Admin - Executive Assistant

• Serves as advisor to other assistants. Often provides assistance and direction to both corporate and platform employees.
• Ensures that refinery and safety initiatives are carried out in daily activities.
• Maintains schedules for two managers. This includes making judgment calls when difficult to find available time for desired attendees.
• Serves as liaison between managers, employees, and community. Works detailed itineraries for important visitors to the Port Arthur Platform and makes arrangements. Fields calls for managers and defers to individuals when appropriate. Diffuses upset callers (i.e. public/business issues).
• Handles highly confidential information on a daily basis.

• Provides administrative assistance to the Platform Manager and Operations Manager on a daily basis, which includes coordinating daily schedules, planning meetings, as well as domestic and international travel arrangements.
• Performs SAP functions to set up remittance for various refinery needs such as advertising, public relations, in-house materials, and supplies for main office building, etc.
• Responsible for handling highly confidential documents, protecting the organization’s confidential information, as well as communication & information management.
• Serves as liaison between managers and TotalEnergies employees, as well as corporate staff, regulatory and outside executive contacts, and the general public. At times this requires handling difficult situations with employees or near neighbors.
• Schedules, plans and manages the following: Monthly Supervisors Meeting, Weekly Management Committee Meetings, Annual Employee Briefings with Refinery Manager, Individual One-on-One Management Committee Staff Meetings, as well as multiple executive meetings as requested by Corporate and Holdings. Also, communicates expectations to stewards, transfers input into formatted presentations, and makes preparations for meetings.
• Assists with the expat needs and requirements of the Platform Manager, to include: transportation, housing, annual medical coordination, and various forms with regards to family.
• Audits and codes staff expense reports for management approval. Also, assists with making training and travel arrangements (both domestic and international) as requested.
• Assists with on-going Project Management G2/G3 meetings, accommodations, transit, and food.
• Chairs Holiday Party, Employee Picnic, Salvation Army Gifts for Kids Program, and misc. refinery-wide employee events as determined by management. Selects and guides committees in all decisions. Monitors budget, delegates duties, and adheres to refinery policies.
• Coordinates the set-up and various electrical needs for annual holiday decorations for Refinery property, to include the placement and storage of large holiday Total banner on Hwy 366.
• Serves on Hurricane Response Team, Incident Documentation Team and United Way Committee.
• Watches for regulatory mail to Platform Manager and note deadlines in order to keep documentation moving forward to responsible department (i.e. legal, HSSE, etc.)
• Responsible for ordering and maintaining office supplies as well as supplies for coffee room.
• Maintains three key conference room schedules, multi-media equipment and meeting supplies in all.
• Troubleshoots janitorial issues within the Admin. Building. Serves as a contact for service repair personnel and assists with scheduling of work in Admin. Building to include pest control and landscaping issues.
• Work with managers to gather input for General Office Overhead Budget. Compiles data, analyzes and adjusts as necessary. Works with Accounting Supervisor to prepare refinery budget preparation for management review as needed

• Associates Degree in Office Administration with 5 years as an administrative assistant at progressively higher level or a High School Diploma with 10 years as an administrative assistant at progressively higher levels
• Excellent communication, organizational, interpersonal and administrative skills are required.
• Business awareness and event planning experience highly preferred.
• Requires the ability to multi-task and prioritize based on deadlines. Availability and responsiveness are fundamental.
• Must be able to appropriately handle highly confidential documents and information.
• Must be appropriately assertive and able to handle difficult situations.
• An understanding of the Refinery and Corporate Management structure and procedures is important.
• On call 24 hours a day for Emergency Team responsibilities.

Qualified applicants will receive consideration for employment without regard to protected characteristics, including disability and protected veteran status.