Motiva Enterprises LLC
Overview
Join to apply for the
Administrative Assistant
role at
Motiva Enterprises LLC . Position Overview
The
Administrative Assistant
will play a key role in supporting both the Controller and the broader Controllers organization. This position operates in a fast-paced, dynamic environment and involves handling a wide range of administrative tasks that are essential to keeping things running smoothly. We are looking for someone who can be a reliable partner—someone who ensures day-to-day operations are handled seamlessly so the team can stay focused on strategic priorities and leadership initiatives. If you\'re organized, proactive, and thrive in a collaborative setting, this could be a great fit. Responsibilities
Calendar & Schedule Management: Manage complex calendars for senior leaders, including scheduling meetings, resolving conflicts, and prioritizing time-sensitive requests; coordinate recurring leadership meetings and ensure alignment with business priorities; monitor and adjust schedules proactively to accommodate shifting priorities and urgent needs 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 to the Port Arthur Manufacturing Complex 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 accurate expense reports; order office supplies, business cards, holiday cards, 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, seating charts, and 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 Minimum of 7 years in a high-level administrative, coordination, or project support role, with at least 5 years supporting executive-level leadership in a fast-paced, dynamic environment Advanced skills in Microsoft Office Suite—especially Excel, PowerPoint, and Outlook; working knowledge of OneDrive and other collaboration tools Proven ability to manage complex calendars, coordinate domestic and international travel, and handle logistics for site visits and meetings Strong organizational skills with the ability to juggle multiple tasks and priorities efficiently and accurately Excellent written and verbal communication skills, including drafting, editing, and formatting professional correspondence, presentations, and reports Top-notch grammar, spelling, and proofreading skills Comfortable interacting professionally with all levels of the organization, as well as external partners and vendors Proactive, resourceful, and adaptable when solving problems independently High attention to detail and a strong commitment to quality Ability to handle sensitive information with discretion and maintain confidentiality Preferred Education and Experience
Associate or bachelor\'s degree preferred Experience supporting teams in Oil & Gas or Engineering environments Seniority level
Entry level Employment type
Full-time Job function
Administrative, Customer Service, and Manufacturing Industries: Chemical Manufacturing and Manufacturing
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Join to apply for the
Administrative Assistant
role at
Motiva Enterprises LLC . Position Overview
The
Administrative Assistant
will play a key role in supporting both the Controller and the broader Controllers organization. This position operates in a fast-paced, dynamic environment and involves handling a wide range of administrative tasks that are essential to keeping things running smoothly. We are looking for someone who can be a reliable partner—someone who ensures day-to-day operations are handled seamlessly so the team can stay focused on strategic priorities and leadership initiatives. If you\'re organized, proactive, and thrive in a collaborative setting, this could be a great fit. Responsibilities
Calendar & Schedule Management: Manage complex calendars for senior leaders, including scheduling meetings, resolving conflicts, and prioritizing time-sensitive requests; coordinate recurring leadership meetings and ensure alignment with business priorities; monitor and adjust schedules proactively to accommodate shifting priorities and urgent needs 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 to the Port Arthur Manufacturing Complex 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 accurate expense reports; order office supplies, business cards, holiday cards, 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, seating charts, and 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 Minimum of 7 years in a high-level administrative, coordination, or project support role, with at least 5 years supporting executive-level leadership in a fast-paced, dynamic environment Advanced skills in Microsoft Office Suite—especially Excel, PowerPoint, and Outlook; working knowledge of OneDrive and other collaboration tools Proven ability to manage complex calendars, coordinate domestic and international travel, and handle logistics for site visits and meetings Strong organizational skills with the ability to juggle multiple tasks and priorities efficiently and accurately Excellent written and verbal communication skills, including drafting, editing, and formatting professional correspondence, presentations, and reports Top-notch grammar, spelling, and proofreading skills Comfortable interacting professionally with all levels of the organization, as well as external partners and vendors Proactive, resourceful, and adaptable when solving problems independently High attention to detail and a strong commitment to quality Ability to handle sensitive information with discretion and maintain confidentiality Preferred Education and Experience
Associate or bachelor\'s degree preferred Experience supporting teams in Oil & Gas or Engineering environments Seniority level
Entry level Employment type
Full-time Job function
Administrative, Customer Service, and Manufacturing Industries: Chemical Manufacturing and Manufacturing
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