Administrative Assistant Job at Motiva Enterprises LLC in Houston

Join to apply for the Administrative Assistant role at Motiva Enterprises LLC

Position Overview

The Administrative Assistant will play a pivotal role in providing comprehensive administrative support to the GM, Major Capital Projects and the Major Capital Projects business unit. 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 those supported to focus on strategic initiatives and leadership priorities.

Responsibilities

• Travel & Logistics: Coordinate domestic and international travel, including itineraries, visa/passport applications, and occasional travel to the Port Arthur Manufacturing Complex or third-party contractor sites; plan and coordinate site visits for internal and external stakeholders.
• Meeting & Event Coordination: Schedule meetings, reserve conference rooms, arrange catering and equipment; record and distribute meeting minutes and action items; assist with planning team events and support Culture Ambassador and Fun Team activities; validate and reconcile credit card charges; prepare expense reports; order office supplies and branded materials; submit and manage ServiceNow IT requests; serve as a point of contact for records and systems support (e.g., Workday, T&E, Right Angle, MSAP, Ariba).
• Communication & Office Management: Draft and distribute departmental communications; maintain distribution lists and seating charts; coordinate office moves; support onboarding/offboarding processes (Joiner/Mover/Leaver); act as Safety/Floor Warden for assigned areas.
• General & Cross-Team Support: Provide backup coverage for other administrative assistants; support ad hoc projects and other administrative duties as assigned; interface professionally with all levels of the organization and external partners.

Experience and Qualifications

Required Education and Experience

• High school diploma or equivalent required; associate or bachelor’s degree preferred
• Minimum of seven (7) years of experience in a high-level administrative, coordination, or project support role, with at least five (5) years supporting executive-level leadership in a fast-paced, dynamic environment
• Advanced proficiency in Microsoft Office Suite, especially Excel, PowerPoint, and Outlook; working knowledge of OneDrive and collaboration tools
• Proven ability to manage complex calendars, coordinate domestic and international travel, and support logistics for site visits and meetings
• Exceptional organizational skills with the ability to prioritize and execute multiple tasks simultaneously with accuracy and efficiency
• Strong written and verbal communication skills, including drafting, editing, and formatting professional correspondence, presentations, and reports
• Excellent grammar, spelling, and proofreading skills
• Demonstrated ability to interact professionally and effectively with individuals at all levels of the organization, as well as external partners and vendors
• Proactive, resourceful, and adaptable in addressing challenges and solving problems independently
• High attention to detail with a commitment to delivering high-quality work
• Ability to manage sensitive information with discretion and maintain confidentiality

Preferred Education and Experience

• Experience supporting teams in Oil and Gas or Engineering

Seniority level

• Entry level

Employment type

• Full-time

Job function

• General Business

Industries

• Oil and Gas

Note: This description reflects the content provided and is reformatted for structural clarity while preserving the original job information.