The Phillips Company Hiring for Executive Administrative Assistant Job at Arroyo Grande, CA Full Time

Phillips 66 has more than 140 years of experience in providing the energy that enables people to dream bigger and go farther, faster. We are committed to improving lives, and that is our promise to our employees and our communities. We are sustained by the backgrounds and experiences of our diverse teams, which reflect who we are, the environment we create and how we work together. Our company is built on values of safety, honor and commitment. We call our cultural mindset Our Energy in Action, which we define through four simple, intuitive behaviors: We work for the greater good, create an environment of trust, seek different perspectives and achieve excellence. Phillips 66 was recognized by Forbes as one of ?America?s Best Employers? in 2021.

DESCRIPTION

The?Executive Administrative Assistant?will provide executive level administrative support for the Senior Vice President, Commercial, as well as oversight and management of trade floor logistics in the Houston office. This position works closely with the SVP and his/her team to perform the highest level of administrative duties, working independently and proactively on numerous complex administrative tasks, exercising the utmost discretion, and delivering independent and sound judgment on a consistent basis.

Responsibilities May Include

• Coordinating all office and administrative support duties including answering the telephone, directing calls to others as appropriate, making arrangements for visitors, expense reports, timekeeping, invoice processing and coding, record management and other corporate administrative needs?

• Managing the SVP’s calendar so that their time is used effectively and efficiently; including planning work projects and scheduling of appointments with senior management inside and outside Phillips 66; Commercial Leadership Team; and other internal and external meetings?

• Understanding the SVP’s plans and objectives, reading and interpreting activities and proactively anticipating opportunities that assist in meeting the plans/objectives?

• Ensuring the SVP is prepared for all meetings:?

• Ensuring the SVP stays on schedule and has the appropriate materials to be reviewed in advance of meetings and is ready for action at time of the meeting?

• Preparing, coordinating and managing travel plans for the SVP, both domestically and internationally including:?

• Understanding the purpose of the SVP’s trips so that arrangements can be made to optimize their time in meeting with managers, employees and outside companies or professional organizations?

• Providing all necessary pre-reading and background information in preparation for the meetings?

• Understanding corporate travel policy; passport and visa requirements, travel advisories and required immunizations for international travel?

• Responsible for maintaining regular contact with the SVP during travel periods to communicate and initiate appropriate travel changes and advise of other issues requiring attention during that time?

• Preparing special reports as requested; gathering, analyzing and summarizing data?

• Business Continuity Plan planning and activities including natural disaster and pandemic response?

• Maintaining various Microsoft Outlook email distribution lists, Microsoft SharePoint sites, and Microsoft Teams activities?

• Defining methodology, monitoring, and assuring compliance with document retention policy and procedures for the Commercial organization?

• Working collaboratively and coordinating with other Administrative Assistants across Phillips 66 for planning and implementing Commercial events and meetings during the year?

• Coordinating office moves and supplies for the Commercial organization?

• Acting as the “eyes and ears”; providing input and feedback to the SVP on all matters?

• Managing all sporting tickets for the Commercial organization?

POSITION REQUIREMENTS

Basic/Required:

• Legally authorized to work in the job posting country