Administrative Assistant
Chevron Intl Expln & Prod Co - Houston, TX

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Chevron is one of the world's leading energy companies, with approximately 60,000 employees working in countries around the world. We explore, produce and transport crude oil and natural gas; refine, market and distribute fuels and other energy products; manufacture and sell petrochemical products; generate power; and develop future energy resources, including biofuels and geothermal energy.

Chevron is accepting online applications for the position of Administrative Assistant located in Houston, TX through February 18, 2013 at 11:59 p.m. (Eastern Standard Time).

This position delivers administrative support to Chevron's Upstream Capability Base Business & Operations organization.

This position is one of two administrative support positions accountable for delivery of administrative services to the leaders and employees within Base Business & Operations. The Administrative professionals will work seamlessly as a team to ensure the administrative needs of the organization are met. This position provides general administrative support for the Base Business & Operations Leadership team and staff.

Position Details:
Responsibilities for this position may include but are not limited to:

  • Maintain Leadership Team's calendar of events and outlook appointments as requested.
  • Manage complex domestic and international travel arrangements for BB/Ops personnel utilizing Chevron's global travel tools.
  • Travel management includes booking airline, hotel and ground transportation, managing location specific requirements, preparing travel related visa documents and compiling all travel related material in a travel folder for customers.
  • Handle logistics for daily, weekly, monthly and annual meetings including ordering catering, scheduling meeting rooms, arranging conference bridges, emailing meeting notices to participants, preparing meeting handouts/binders, facilitation assistance and documentation of confidential discussions related to business planning and personnel discussions.
  • Meeting events may include senior Upstream and Corporate leadership participation.
  • Monitor and track travel expenses, process Travel & Expense Accounting (TEA) reports and maintain records for compliance purposes.
  • Compose correspondence, generates reports, presentations and other formal communications on behalf of the BB/Ops staff using advanced features of the Microsoft suite of applications (Word, Excel, PowerPoint, Outlook).
  • Responsible for development and maintenance of Base Business & Operations annual communication plans.
  • Track, update and maintain emergency contact lists, email distribution lists and permissions, organization charts, dept websites, vacation schedules, travel itineraries, SharePoint sites and share drives.
  • Utilize Chevron's internal procurement process in ordering general office supplies, laptops, IT equipment or replacements including blackberry's/phones, etc.
  • Ensure purchasing card reconciliation in Chevron's Ariba system with accountability for accurate and efficient reconciliation of accounts on a monthly basis.
  • Assist in budget preparation, tracking, analysis and reconciliation as needed.
  • Responsible for the on and off-boarding processes for new hires, interns, transfers, termination and contractors.
  • Includes acquisition of new office and equipment, training and orientation on operating company and dept specific processes, and serving as an SME on Houston specific programs and practices.
  • Also responsible for visitor management process requirements such as facility/badge access, office space & equipment, phone/email set up, etc.
  • Perform duties of Floor Warden in compliance with Chevron practices.
  • Provide coordination of special forums & meetings as needed including booking of conference rooms (either in Chevron facilities or outside facilities), arranging IT systems and support as needed, arranging meals/ dinners, supporting participants with administrative assistance as needed.
  • Provide coordination and support for training events.
  • Lean Sigma, Major Capital Projects, Org Capability and BB groups host training events for Global upstream participants. These training venues are held primarily in Houston, but may also be held in venues at SBU locations across the enterprise. Coordination duties include booking of venues, printing and shipping of materials, setup of rooms, arrangement of IT support systems, bookings of meals, and assisting with travel arrangements as needed.
  • Utilize Learning Management System (LMS) to create and manage learning events including course completion and participant notifications, and processing of participant billing in a timely manner.
  • Special projects (technical, financial or organizational related) as assigned by Base Business and Operations Leadership Team.
  • The position will provide the opportunity to also become involved in analysis of performance data, facilitation of meetings, compilation of special reports, and preparation of presentations. These and other growth opportunities will depend on the capabilities of the successful candidate.

    Required Qualifications:

  • 5-7 years of administrative experience.
  • Proficiency in the Microsoft suite of applications.
  • Must demonstrate a willingness to learn new things.
  • Must maintain confidentiality, have a strong work ethic and possess strong Chevron Way Behaviors.
  • Due to the global functional nature of the Base Business & Operations department, the candidate must work well with diverse individuals and possess the ability to manage the cultural sensitivities of employees, guests and visitors.

    Preferred Qualifications:

  • Chevron Experience.
  • Experience in the oil and gas industry.

    Relocation Options:

    Relocation will not be considered within Chevron parameters.

    International Considerations:

    Expatriate assignments will not be considered.

    Chevron regrets that it is unable to sponsor employment Visas or consider individuals on time-limited Visa status for this position.

    EOE M/F/D/V

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    Chevron is one of the world's leading energy companies, with approximately 60,000 employees working in countries around the world. We...