Administrative Assistant, Corporate Communications

The Administrative Assistant is responsible for supporting a wide range of corporate affairs activities ranging from support of the CEO's town hall meetings, elected official visits, media events and earnings calls to maintaining and managing calendars, processing, and filing various documents in support of strategic corporate affairs campaigns or activities. This position plays an integral role in the corporate affairs organization.

This position reports to the VP of Communications and is in Houston, Texas. 

The ideal candidate has the ability to stay on top of the tasks assigned, with flawless execution. An attention to detail is essential to this role. A successful incumbent has excellent interpersonal and organizational skills, can work well under pressure has respect for deadlines, and can interact with senior executive leaders. Given the volume of activities undertaken by the department, the Administrative Assistant should be organized but flexible and enjoy working in intellectually challenging, fast-paced and fun environments. Administrative tasks include ordering supplies, processing invoices and expense reports, shipping marketing and communications materials in support of company communications efforts. This role may also be asked to step in from time to time to assist with other tasks that might include proofreading documents, etc.

Job duties include but are not limited to:

• Support the Corporate Communications & Government Relations team with general administrative support including scheduling meetings, preparing materials for meetings, ordering supplies, managing expense reports, coding invoices and other supporting tasks as requested. 
• Complete all tasks on time with attention to detail. Work product should be of the highest quality.  
• General invoice coding and processing, vendor set-up and other AP/AR tasks as requested
• Distribution and shipping of materials 
• Making/booking travel arrangements 
• Coordinate weekly department priorities and calendar (activity report) 
• Data Base Construction/Maintenance 
• Making meeting arrangements/planning
• Confidently compose simple business transmittal correspondence 
• Complete word processing, graphical presentations, spreadsheet, process flows, and assignments as requested. 
• Screen mail and phone calls. 
• Manage calendar for the VPs of Communication and Government Relations. 
• Coordinate internal and external meetings and conferences, including travel, hotel, food service. 
• Organize & maintain file systems & current documents. 
• Track project management benchmarks & update project plans. 
• Develop, update, and maintain practice group sections on company intranet website. 
• Coordination of departmental/HR logistics for recruiting of new hires.

• Minimum high school diploma.  Associate or bachelor's degree preferred. 
• 5+ years of related experience 
• Experience in chemical, energy or engineering industry is desirable 
• Superior English skills, including advanced knowledge of English grammar and punctuation 
• Ability to speak with confidence to individuals and groups at all levels 
• Attentive to details 
• Ability to work on a cross-national team 
• Advanced level of technical skill including an above-average working knowledge of the following software:
  • Microsoft Word, PowerPoint, and Excel 
  • Outlook 
  • SAP 
  • SharePoint 

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