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SalaryPhillips 66 & YOU - Together we can fuel the future
The Administrative Assistant provides administrative support to the General Manager, directs logistics for refinery administration buildings, has direct oversight of the lobby area including contracted reception personnel, and backs up other refinery administrative support, when available.
Responsibilities May Include:
Demonstrates commitment to safety and health of employees, contractors, and the workplace through personal engagement; demonstrates concern and appreciation of the environment and supports the goal of minimizing impacts
Provide administrative support to the General Manager
Assist General manager, by managing schedule, proactive changes to accommodate meetings with the corporate office or other key affiliates, travel arrangements, and helps keep on schedule with proactive communications
Oversee the lobby of the administration building and directs the scope and work of the contracted reception personnel
Coordinate executive visits including arranging security badges, meeting room layout, and meals
Direct logistics for the administration buildings (the admin building, change house, Plant Response Center (PRC), office trailers north of the refinery)
Facilitate office relocations for new personnel, office consolidation, and other office relocations. Includes identifying requirements for furniture orders, painting, carpet, and office design
Execute administrative duties including preparing correspondence, ensuring travel authorizations are completed, making travel arrangements, ensuring credit card authorizations are completed, coordinating meetings and events, document filing, and conference room scheduling
Support General Manager, Operations Manager, and HR Manager in ordering meals for group meetings. Train other administrative staff on meal ordering and provide backup, as needed
Maintain supplies for General Manager's cabinet, central mailroom/admin supply cabinet; including postage meter, copy machine, paper supplies, and supplies for operations team in the Refinery Operating Center (ROC). Train and support administrative support staff for supplies of Turnaround (TA), HSE, Maintenance, and Technical organizations
Maintain mail room, including the post office accounts (4), and Pitney Bowes machine
Restock break room supplies for the admin building and oversee coffee supply orders for the entire refinery
Order and track subscriptions and publications for General Manager’s office
Maintain calendars and vacation schedules for RLT, including completing delegation of authority documentation for all RLT absences
Support HR Business Partners with scheduling interviews and preparing for new hire orientation
Support Public Affairs, Community Relations Coordinator, and safety events by ordering meals and coordinating necessary logistics, including monthly townhalls, quarterly Community Advisory Panel (CAP), prep for Whatcom County meetings, and other key meetings, as requested by General Manager
Manage the RLT weekly staff meeting calendar, including weekly agenda assignments and preparation and archival into Livelink
Ensure through auditing, personal investigation and supervision that company policies, refinery policies, laws and regulations are adhered to
Conduct a monthly audit of all OT meals from prior month. Reporting results, any anomalies, or policy violations to General Manager and RLT
Monitor refinery vehicle pool to ensure reserved for General Manager and Director of Public and Government Affairs needs, cleaned and fueled for executive visitors, and maintained for daily usage
Manage reservations of Refinery Park for employees and contractors
Coordinate with HR and supervisors the setting up new employees in offices and assisting with retiree celebrations
Assist Emergency Response Team Lead with emergency response software for employee record maintenance
Required Qualifications:
Legally authorized to work in the job posting country
High School Diploma or GED equivalent
5 or more years of relevant administrative experience
Possess a valid Driver’s License
Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
Ability to compose business correspondence, develop spreadsheets, and prepare reports
Willing and able to obtain a Transportation Worker Identification Card (TWIC). Information can be found at https://www.tsa.gov/for-industry/twic
Preferred Qualifications:
Associates degree in office administration or equivalent
Direct experience with administrative responsibilities for an organization
Proficient in SAP
Strong and effective communication skills (written and verbal) with all levels of the organization, as well as vendors, and the public
Discretion in working with highly confidential/sensitive matters and materials
Promotes inclusion and diversity
Excellent planning, organizational and analytical skills
Strong business acumen and understanding of business value
Strong attention to detail with the ability to produce error-free work
Ability to manage changing priorities
Experience with planning and coordinating events/activities
High proficiency in LiveLink and other computer-related skills
The Ferndale Refinery is located on Puget Sound in Ferndale, Washington, approximately 20 miles south of the U.S.-Canada border. Facilities include crude distillation, naphtha reforming, fluid catalytic cracking, alkylation and hydrodesulfurization units. It processes a variety crude oils, including Alaskan North Slope, Canadian and other foreign and U.S. shale crudes, primarily delivered via marine vessel and pipeline. Within the refinery is a rail car crude oil receiving facility with a capacity of 30,000 BPD. This offloading facility, owned by Phillips 66 Partners, makes the receipt of additional crude by rail car possible. The refinery produces a high percentage of transportation fuels. Other products include residual fuel oil, which is supplied to the northwest marine bunker fuel market. Most refined products are distributed to customers by pipeline and barge to major markets in the northwestern United States.
Benefits
At Phillips 66, we are proud to offer attractive and high-quality benefits which we refer to as Total Rewards. Additional information on Total Rewards (http://hr.phillips66.com) .
Compensation
The base pay range for this role is $71,250 - $88,200 per year depending on a candidate's relevant work experience and education.
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. We have been recognized by the Human Rights Campaign, U.S. Department of Labor and the Military Times for our continued commitment to inclusive practices and policies in the hiring and retention of those in the LGBTQ+ community and military veterans. 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.
Learn more about Phillips 66 and how we are working to meet the world's energy needs today and tomorrow, by visiting phillips66.com.
To be considered
In order to be considered for this position you must complete the entire application process, which includes answering all prescreening questions and providing your eSignature on or before the requisition closing date of 03/05/2024 .
Candidates for regular U.S. positions must be a U.S. citizen or national, or an alien admitted as permanent resident, refugee, asylee or temporary resident under 8 U.S.C. 1160(a) or 1255(a)(1). Individuals with temporary visas such as E, F-1, H-1, H-2, L, B, J, or TN or who need sponsorship for work authorization now or in the future, are not eligible for hire.
Phillips 66 is an EEO and Affirmative Action Employer of Women/Minorities/Veterans/Individuals with Disabilities
