Executive Administration Assistant Jobs

• Company-Paid Holidays
• Dependent Children Scholarships
• On-site Cafeteria (select locations)
• Service Awards Program
• Pension Plan
• Company-Paid Sick Leave and Long-Term Disability
• Healthy Rewards Program
• On-site Fitness Center (select locations)
• Options are department and/or location specific
• Annual Vacation Incentive (40-120 hours of additional pay) for Eligible Employees
• On-site Health Clinic
• Parental Leave
• Reimbursement for Gym Membership
• 9/80 Work Schedule Option (where applicable)
• Company-Paid Life Insurance for Active Employees
• Medical, Dental, & Vision Plans; FSA and HSA options
• On-site Credit Union and ATM (Corporate office only)
• Paid Vacation Time
• Remote Work options available for eligible positions
• Excellent 401(k) Match
• Educational Assistance Plan
• Employee Discount Programs

PLEASE NOTE ALL JOBS DO NOT QUALIFY FOR ALL PERKS

Relocation Benefits are not available for this position.

Employer will not sponsor visas for position

Provides strategic support to the VP and the HR and Support Services management team. Maintain and safeguard the confidentiality of sensitive information regarding the operation, processes, and decisions of the Company. Performs routine and repetitive duties independently and according to established procedures and practices. Performs more complex assignments with limited supervision. Duties include General administrative support for the department, report preparation and distribution, completion of special projects, presentation development, office supply ordering, invoice payments, expense report preparation, maintenance of department contracts, coordination of various weekly/monthly meetings. Backup for other administrative support as needed.

Degree / The minimun number of years of job related experience required by this job is

• 4 years of experience as administrative assistant with bachelor’s degree. If no degree, minimum 8 years of experience as administrative assistant.

List any specialized training or unique skills required

• Ability to prioritize work and handle multiple priorities.
• High level of communication and analytical skills.
• Ability to "think" rather than process information and be able to solve problems with minimal guidance.
• General administrative support to the VP, HR and Support Services management team, including but not limited to the following
• Maintaining and safeguarding the confidentiality of sensitive information regarding Department activities.
• Develop presentations and prepare reports with data from various sources using Microsoft Tools; Word, Excel, PowerPoint, and Access.
• Must be able to demonstrate strong professional discretion, confidentiality, and judgment to manage and safeguard sensitive information.
• Managing and distributing departmental reports and other materials.
• Responding to requests and inquiries with time-sensitive responses on a regular basis.
• Coordinating, arranging, and scheduling meetings, meals, and travel.
• Ability to work in a fast-paced environment.
• Must possess confidence, diplomacy, and flexibility.
• Strong teamwork competencies and interpersonal relationships.
• Coordinating departmental functions within, and with other departments.
• Maintaining vacation and other time off records, department directory, work schedules, etc., for department employees.
• Use honesty, tact, helpfulness and courtesy in handling difficult confrontations and situations.
• Ensure thorough knowledge of practical business skills for conducting and documenting moderate and complex assignments and special projects as needed, in a fast-paced and demanding environment, where the Assistant will be required to balance multiple priorities while working independently.
• Build and maintain effective relations and communications with CITGO's Senior Leadership Team, Executives, Board of Directors, and other interested parties. Participate in special projects, corporate committees and other initiatives as requested.
• Strong computer skills in Excel, Word, Access, and PowerPoint.
• Create requisitions in SAP and ensure accurate coding and reporting.
• Assist with the preparation of the annual expense budget and monitors expenses in SAP. Report key budget variances through preparation of a detailed, consolidated line-item report and conduct meetings to analyze expenditures as needed.
• Manager Outlook from Microsoft and other Applications
• Preparing department management expense reports ensuring compliance with corporate policy.
• Strong verbal and written communication skills.
• Coordinate, design and finalize presentations to be given to the VP, CEO, Board of Directors, and Executive Management.
• Ordering office supplies.
• Accept services and materials in SAP in a timely manner to ensure accurate obligation and timely payment.
• Must have a high level of interpersonal skills, tact, and good judgment to handle sensitive and confidential situations.
• Maintaining and updating file management systems.