Administrative Assistant Job at Motiva Enterprises LLC in Houston

Overview

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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