Senior Administrative Assistant

Organizational context and job purpose

Business Context: 

Headquartered in League City, TX, INEOS Olefins and Polymers USA is one of the largest producers of Olefins and Polyolefins in North America.  Ineos produces high-density polyethylene and polypropylene from one of its manufacturing locations at Battleground Manufacturing Complex.

The O&P USA business includes the product lines Ethylene, Propylene, Butadiene, Polypropylene and Polyethylene.  Manufacturing sites include Chocolate Bayou Works (Alvin, TX), Battleground Manufacturing Complex (La Porte, TX), and Carson (Carson, CA), with a division office in League City, TX.   

The Main Purpose of the Role: 

The executive administrative assistant role primarily supports the Commercial Department Vice President and the broader Commercial Polymers Team at the Marina View office, but intermittently, may be called upon to support the CEO, CFO, or other Vice Presidents (as backup for other executive assistants). The ideal candidate must have a strong willingness to learn, possess a great attitude, be a team player, and have the ability to multi-task and work independently. A great degree of personal initiative, strong interpersonal skills and the ability to prioritize are required.

Responsibilities AND Accountabilities

• Provide daily administrative support to associated levels of the organization.
• Coordinate executive level meetings.
• Handle highly sensitive and confidential material and information.
• Assist in preparation of PowerPoint-based presentation materials for executive level meetings. This includes reviewing the material for errors and maintaining a strict formatting standard, throughout.
• Arranging executive's complex (global) and detailed travel plans and itineraries, as necessary.
• Plan customer visits and entertainment events.
• Reconciliation of business expenses, as requested.
• Maintain control of costs within assigned budgets.
• Restock reserves of INEOS gear for customers.
• Manage the approval process and set up regular and irregular departmental invoices for payment in SAP.
• Participate in department meetings and stay current on issues that affect the department and the overall company.
• Organize Quarterly Safety Meetings for the Commercial department.
• Monitor monthly adherence to assigned training via company training system (VTA).
• Manage contract data entry into company database for proper tracking.
• Maintain departmental filing system both electronic copy and hard copy.
• Work on ad-hoc projects as assigned.
• Manage an executive's calendar and scheduling of appointments.
• Format and send formal correspondence.
• Manage time in such a way to be able to adjust approach to resolve problems quickly in response to changing priorities and unexpected events (occasionally working outside core working hours).
• Assist other analysts and staff with simple but time-consuming tasks, as directed by the Commercial VP, to help to reduce the workload on others.

Skills & Knowledge Required

Education/Experience

• At least 10 years of administrative assistant experience, with at least 5 years supporting in an executive administration role.
• High School Diploma or equivalent required.  Additional education preferred, but not required.

Skills/Competencies

Technical skills:

• Strong computer skills include the proficient in the use of Microsoft Suite of products including Outlook Word, PowerPoint, and Excel.
• Knowledge of SAP and Sharepoint functionalities.
• Strong organizational skills with an ability to manage multiple tasks, priorities and deadlines. This includes regular and irregular/special tasks.
• Fluent in the use of travel websites to book travel, hotels, etc.
• Quick learner, able to learn new tasks independently.
• Strong verbal and written communication skills.

Behavioral skills

• Team player with strong interpersonal skills with an ability to work with others in the department and across the business from analysts, to engineers to commercial managers to board-level executives
• Able to work with minimal supervision and an ability to handle ambiguity in assignments, using personal initiative to resolve issues.
• Able to manage multiple tasks and priorities.