Senior Administrative Assistant

Company:

INEOS Olefins & Polymers USA

Interested in joining a winning team? A team whose employees share in the ownership of the business and are empowered to make a difference?

Organizational context and job purpose

INEOS is a global manufacturer of petrochemicals, specialty chemicals and oil products that is vertically integrated with global upstream assets for both oil and gas. INEOS production network spans 194 manufacturing facilities in 29 countries throughout the world.  INEOS is a dynamic company that has grown through a series of related acquisitions to become one of the world’s largest chemical company with global sales today of approximately $60 billion and 26,000 employees. 

INEOS Olefins & Polymers USA is one of the primary INEOS businesses, based in the U.S. From its “Marina View” headquarters office in League City, TX, INEOS Olefins and Polymers USA manages three product line businesses Olefins, Polypropylene (PP), and Polyethylene (PE) and four manufacturing facilities.

INEOS has ventured into the global Upstream Oil and Gas business, primarily by making acquisitions in Europe.  Most of these have been offshore platforms in the North Sea. In North America, INEOS USA Oil & Gas business operates a U.S. land business spanning 5 counties in Texas. 

How the Role Fits in:

The Oil and Gas asset team members are a group of multi-discipline professionals who are responsible for operating and developing the INEOS USA Oil & Gas properties. The team also performs evaluations for the potential acquisition of new Oil & Gas assets. The Senior Administrative Assistant will support the team while reporting to the COO. 

The Main Purpose of the Role: 

This role will be the Senior Administrative Assistant supporting the integrated asset team with administrative tasks including organizing the office calendar, maintaining digital files, coordinating contract negotiations and assisting the Land Manager with compiling and mailing partner agreements.

The role performs complex and diversified administrative duties. It requires judgment in the selection and interpretation of data, and a thorough knowledge of department and corporate policies and procedures. The role would identify, define and resolve increasingly complex problems within scope of responsibility. The position holder would also plan and prioritize own tasks while developing an awareness of other activities.

Responsibilities AND Accountabilities

• Incumbent must demonstrate courtesy, tact, and effectiveness in dealing with others in everyday transactions. These jobs may interact regularly with people within and outside the organization, and at all levels of the organization. 
• Incumbent is expected to follow complex established routines/instructions and an increasing range of procedures and precedents. 
• Because of changes in the immediate work circumstances, problems faced in this position may involve selection from an increasing range of procedures and precedents to achieve required results.
• The incumbent will have increasing latitude regarding the sequence in which assigned tasks and duties are performed, and expected to adjust the work flow to react to more immediate situations.
• Track and route Master Service Agreements from initiation through completion with external counsel and INEOS team
• Maintain approved vendor lists for field personnel
• Track schedule
  • Establish and maintain team calendar
  • Establish and track triggers for reporting, filings, inspections, insurance applications, reserves reporting, etc.
    • Prepare and issue monthly 30/60/90 day schedules of upcoming deliverables
• Assist with packaging and mailing land notices and elections
• Organize and manage hard copy files
• Take and route cold calls
• Coordinate and compile presentations, industry reports and other periodicals
• Coordinate and track personnel
  • Vehicle assignments
  • Travel
  • Field vs office days
• Manage email and reporting lists and network access
  • Daily reports
  • operations reports (drilling, completions, workovers)
  • non-operated partner reporting
  • shared folders (third party SharePoint)
• Coordinate and manage digital file storage
  • transfer documents into M-Files
  • store presentations and reports to shared drives
• Coordinate visitor and contractor needs
  • Loaner computers
  • Accommodations
  • Transportation
• Coordinate field and team functions (well reviews, DWOPs, lunch & learn meetings, holiday events)

Skills & Knowledge Required

Education/Experience

• High School Diploma or equivalent required.
• At least 5 years of previous administrative assistant experience with at least 3 years supporting an executive or senior level manager.
• 2+ years of experience working with Oil and Gas asset operating company preferred
• Experience as office manager
• Experience managing small projects

Technical skills:

• Proficient in MS Outlook
• Proficient in Excel
• Proficient in Word
• Proficient PowerPoint
• Excellent Typing skills
• Experience with DrillingInfo or GIS software
• Skilled at loading software updates and being the liaison with corporate IT. 
• Ability to prioritize and progress multiple projects in parallel, including periodic reporting on current initiatives
• Ability to work with legal to progress contract negotiations
• Ability to work with external contractors to establish insurance requirements and registration for invoicing
• Ability to learn new software and tools to improve and maintain technical skills and team assets

Behavioural skills

• Strong communication and interpersonal skills
• Strong team player
• Flexible and self-starter
• Dependable and detail oriented
• Good organizational and time management skills
• Capable of prioritizing the deliverables to the team
• Ability to work in a small asset team in an open environment setting
• Interactive with the asset team and responsive to multiple requests
• Deliver the short term product in a timely fashion
• Motivated to maintain digital files and project databases
• Understands external influences may require a rapid change of plans or schedule 
• Understands the goal is to deliver quality
• A problem solver
• Accepting new tasks that may not be well defined
• Recognizes that Safety, Health and Environment will not be compromised
• Can work with IT professionals to install, maintain and specify computing resources
• Creates an environment in which quality information flows freely between self and others; encourages open expression of ideas and opinions
• Presents ideas and concepts to non-discipline colleagues and management in a manner that is respectful and understandable
• Solicits feedback from multiple disciplines to support team efforts
• Intellectually curious and willing to develop new skill sets to contribute to an integrated asset team

Candidates must be fully vaccinated against COVID-19.

Our culture is one of honesty and integrity with an emphasis on safety, health and environmental performance.On our team, people are acknowledged for embracing new practices that help create real value for customers.