Administrative Assistant Jobs

Entity:

Production & Operations

Job Family Group:

Business Support Group

Job Summary:

The Department Administrative Assistant provides various analytical, data entry, secretarial and administrative duties for the assigned department. The Department Admin will drive the highest level of efficiency of the department. The Department Admin will be accountable for organizing department events and meetings. In addition, the Department Admin will collaborate with the Cherry Point Support Staff to ensure the success, planning and completion of site wide events and activities. The role also supports the site as part of the Central Admin Support Model.

This job description is intended to provide an overview of the position and does not include all the tasks that might be required to provide support for your area job requirements.

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Key Accountabilities:

Provide Maintenance Department and Site Administrative Support for:

• Maintenance & Reliability Team
• Site wide support via the central admin support model
• Site wide committees

Administration:

• Prepare and maintain a yearly calendar for the department to include both internal and external refinery activities
• Set up and manage distribution lists.
• Maintain records, filing systems, and all forms of documentation for the team as required.
• Generate Help Desk tickets.
• Coordinate all admin duties associated with seminars, travel, training for technicians etc.
• Actively participate in refinery administrative group and attend monthly meetings, including support of the Central Support Model
• Develop, update, and maintain electronic files, filing structure and filing system work process for the department
• Schedule and manage yearly calendar for the department and the department leadership team meetings
• Deliver new and innovative ideas to improve efficiency of the department team
• Set up IT equipment requirements (i.e., computers, monitors, keyboard/mouse, docking stations)
• Attend meetings as directed, take notes and provide documentation after meetings
• Work with department to analyze and manage department spend with respect to office supplies, off-site venues and catering expenses looking for opportunities to reduce costs
• Manage conference room calendars and oversee building support requests including stocking of supplies
• Schedule work travel for bp employees and support processing of expense reports
• Administer the department web page and department websites
• Schedule safety meetings and other department meetings as directed by the Leadership Team member and Superintendents
• Assist in clerical, filing, printing, building binders/booklets, organizational, and overall general needs
• Operate and maintain all proprietary software

Change Management:

• Support Maintenance Department with Management of Change via the KMS software system data entry.

Visitor Support:

• Coordinate visitor request approvals
• Coordinate vehicle Drive-In requests.

Experience & Qualifications

Experience:

• 3+ years in a Technical, Office, Administration or Support Role

Job Specific Skills:

• Demonstrate a “can do” attitude as a key team member with flexibility, enthusiasm, reliability, and discretion
• Must be self-directed and possess the ability to learn new software programs.
• Strong organizational skills and ability to manage multiple tasks and requests
• Handle information of a confidential nature
• Excellent communication skills
• Treat obstacles as challenges to overcome
• Create an environment of excellence for everyone
• Proficient with Excel, Word, PowerPoint, and Office. Able to learn other bp specific software
• Work under pressure to agreed deadlines and cope with change
• Self-motivated to prioritize and manage potentially conflicting situations

Other Requirements:

• Successful candidate must have a TWIC card or be eligible to request it.

Travel Requirement

Relocation Assitance:

Working Location:

This position is not available for remote working

Skills:

Adaptability, Authenticity, Collaboration, Communication, Continuous Learning, Courage, Creativity and Innovation, Curiosity, Decision Making, Digital fluency, Ethical judgement, Excellence, Influencing, Knowledge Sharing, Listening, Managing volatility, Problem Solving, Resilience, Self-Awareness, Stakeholder Engagement, Stakeholder Management, Understanding Emotions, Writing skills

Legal Disclaimer:

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, neurodiversity/neurocognitive functioning, veteran status or disability status. Individuals with disabilities may request a reasonable accommodation related to bp’s recruiting process (e.g., accessing the job application, completing required assessments, participating in telephone screenings or interviews, etc.). If you would like to request an accommodation related to the recruitment process. Please contact us to request accommodations.

If you are selected for a position and depending upon your role, your employment may be contingent upon adherence to local policy. This may include pre-placement drug screening, medical review of physical fitness for the role, and background checks.