Executive Administrative Assistant

Select how often (in days) to receive an alert: Create Alert CITGO Petroleum Corporation is a recognized leader in the refining industry and operates under the well-known CITGO brand. CITGO owns and operates three refineries located in Lake Charles, LA.; Lemont, IL.; and Corpus Christi, TX, and wholly and/or jointly owns 38 active terminals, six pipelines and three lubricants blending and packaging plants. With approximately 3,300 employees and a combined crude capacity of approximately 807,000 barrels-per-day (bpd), positions CITGO as one of the best-branded supplier companies in the industry. At CITGO our people are our most important resource. Our core values are Safety, Integrity, Respect, Accountability, and Care. Job Summary Provides administrative, coordination and office support to the Refinery General Manager/Vice President, Refinery Leadership Team, and related department leaders. The position supports daily executive-level administrative needs through calendar and meeting coordination, travel and presentation support, confidential recordkeeping and follow-up, office and vendor coordination, special project support. Executive-level administrative support,calendar management, travel coordination, meeting planning, and presentation preparation. Strong confidentiality, judgment, organization, follow-up, and independent problem-solving skills. Proficiency with Microsoft Office, SharePoint, or similar systems. Ability to coordinate deadlines, reporting, and records retention. Valid driver’s license. Eligible to obtain a TWIC. Job Duties Provide comprehensive administrative, meeting, and presentation support to the Refinery General Manager/VP, Refinery Leadership Team (RLT), and related department leaders, including managing daily and weekly calendars; coordinating travel arrangements and on-site/off-site meetings; arranging meeting rooms and video conferencing; serving as an intermediary for unscheduled visitors and inquiries; preparing, formatting, and coordinating presentation materials for internal and external meetings; drafting correspondence as directed; preparing, maintaining, and submitting reports/documents; verifying and approving statements for payment within established budgetary guidelines; and preparing expense reports and payroll/time reporting as required. Work under general/minimal supervision while maintaining confidentiality of sensitive information; make independent decisions and resolve routine issues within assigned areas of responsibility, escalating unusual situations as appropriate; organize and maintain correspondence, administrative files, and other records; maintain follow-up systems and monitor assigned activities to ensure accurate and timely completion; coordinate building management responsibilities, including repairs, office furniture and equipment needs, and office assignment coordination; and maintain inventory and purchase office supplies, refreshments, housekeeping supplies, and other materials for RLT, and other areas as needed. Contract liaison for cafeteria services. Coordination of activities for special projects assigned, including, but not limited to monthly MPRs, business reviews, and administrative support to MDA fundraisers. Serves as a lead resource for site Administrative Assistants by providing guidance, sharing best practices, and supporting consistent processes and communication. Job Duties II Job duties displayed above are not all-inclusive, site-specific responsibilities may be assigned. Here are the incentives we offer: Remote Work options available for eligible positions Options are department and/or location specific 9/80 Work Schedule Option (where applicable) Annual Vacation Incentive (40-120 hours of additional pay) for Eligible Employees Paid Vacation Time Company-Paid Holidays Caregiver Leave Excellent 401(k) Match Pension Plan Company-Paid Sick Leave and Long-Term Disability Medical, Dental, & Vision Plans; FSA and HSA options Company-Paid Life Insurance for Active Employees Healthy Rewards Program Service Awards Program Educational Assistance Plan Dependent Children Scholarships Reimbursement for Gym Membership Employee Discount Programs On-site Health Clinic (select locations) On-site Cafeteria (select locations) On-site Credit Union and ATM (Corporate office only) On-site Fitness Center (select locations) PLEASE NOTE ALL JOBS DO NOT QUALIFY FOR ALL PERKS All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or disability. #J-18808-Ljbffr