Corporate Events Administrative Assistant

.Phillips 66 & YOU - Together we can fuel the future
The Corporate Events Administrative Assistant is responsible for administrative support of the Phillips 66 events team. This position will be officed onsite at our Houston HQ office in the Westchase Houston area.
Responsibilities May Include

• Responsible for event invoice management, payments and master corporate card reconciliation
• Responsible for suite ticket administration: ELT scheduling for suites, concerts and games and ticket distribution to executive admins and customers
• Responsible for working directly with Executive Admins in securing placeholders for corporate event dates on various leadership calendars
• Supports event team members with event printing and deliverables - nametags, printed materials, pre-event mailed and electronic materials
• Maintains event databases, including Board of Directors and ELT contact sheets, bios, SharePoint event admin folders, event schedules, team calendars
• Monitors Corporate Events intake form and responds to inquiries
• Assists with logistical support of events as needed
• Secures, submits, and organizes venue contracts and room lists deadlines
• Registers event guests on campus through building security
• Drafts corporate event aviation travel documents for Board of Directors and Executive Leadership Team
• Ensures event storage area and materials are organized and current
• Other event related duties as assigned by manager
• Participates in bi-monthly Corporate Events weekly meetings - takes notes and monitors project management timelines and deadlines
• Manage administrative folders for Corporate Events making sure documents and folders in SharePoint are organized and up to date
• Monitors master event budgets and forms associated with expense documentation for ELT members
• Monitors group hotel accounts and P66 points systems
• Setting up information in SAP to process invoices and assist with invoice processing involving SAP
• Submitting reports in Concur and reconciliation in a timely manner
• Assist team members in Cvent Event Reporting
• Welcoming team new hires coordinating their office moves, including office setup and IT onboarding with Executive Services IT members
• Preparing, coordinating and managing travel plans as needed

Required Qualifications

• Legally authorized to work in the job posting country
• High School Diploma or GED equivalent
• 5 or more years of work experience in an administrative role supporting teams
• Ability to work autonomously with limited supervision
• Ability to handle multiple tasks, prioritize and stay organized to ensure timely and accurate work-close attention to detail
• Strong interpersonal skills (verbal and written) are necessary to communicate diplomatically and effectively with other staff members and provide information requiring courtesy and tact
• Working knowledge of Microsoft Office, including Teams, Outlook, Word, Excel, PowerPoint
• Setting up information in SAP to process invoices and assist with invoice processing involving SAP
• Ability to travel occasionally to support Corporate Events team members for onsite event support
• Ability to work after hours to support Corporate Events team event support

Preferred Qualifications

• Associate or bachelor's degree
• Customer service oriented and willingness to go the extra mile
• Team-player mentality
• Strong professional ethics

Total Rewards
At Phillips 66, providing access to high quality programs and care for you and your family is important to us. Maintaining a culture of well-being - physical, emotional, social, and financial - is essential for a high-performing organization. When we are at our best, we are poised to deliver exceptional results - personally and professionally. Benefits for certain eligible, full-time employees include:

• Annual Variable Cash Incentive Program (VCIP) bonus
• 8% 401k company match
• Cash Balance Account pension
• Medical, Dental, and Vision benefits with an annual company contribution to a Health Savings Account for employees on HDHP
• Total well-being programs and incentives, including Employee Assistance Plan, well-being reimbursement, and backup family care services

Learn more about Phillips 66 Total Rewards at hr.phillips66.com/.
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.
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 11/27/2023.
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