Personal Assistant

Entity:

Production & Operations

Job Family Group:

Business Support Group

Job Description:

The Executive Assistant will provide comprehensive administrative support to the VP Refining and other Leadership Team members. Reporting directly to the VP, the EA provides executive support in a one-on-one working relationship. The role acts as a liaison to senior management teams, organizes and coordinates outreach and external relations efforts. The Executive Assistant is also responsible for providing leadership and mentoring to site administrative staff to enhance departmental efficiency while ensuring the safety and reliability of operations.

Key Accountabilities:

Key areas of Supervision:

• Ensures day-to-day adherence to confidentiality, meticulous calendar management, proactive anticipation of compliant needs, prioritizing tasks and quality of work effectively for the administrative members of the Support Staff.
• Responsible for leading and developing administrative members of the Support Staff.

Other Accountabilities:

• Support the VP primarily and provide additional support to leadership team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently.
• Maintain and refine internal processes that support leadership and/or executives and coordinate internal and external resources to expedite workflows.
• Manage communication with employees by liaising with internal and external leadership and/or executives on various projects and tasks.
• Plan and orchestrate work to ensure that VPs priorities are met, organizational goals are achieved, and best practices upheld.

Leadership:

• Ensure a consistent understanding of long/short term operational and business goals while holding team members accountable to refinery and departmental policies and expectations.
• Create a positive work environment and motivate team members through coaching, mentoring and by providing development opportunities. Responsible for training activities and materials, establishing clear performance and behavioral expectations, encouraging individuals to broaden their knowledge base by taking on extra tasks and/or participating in shadowing or short terms of references.
• Identify process improvement opportunities through participation and discussion with support staff team.
• Foster effective collaborations and relationships, encouraging open communication allowing space for value of team member’s knowledge and insight.

Organization:

• Understands Cherry Point’s overall site organization and how to interact to perform work activities effectively.
• Effectively transfers work-related knowledge to other team members.
• Develops self and team capability through continual learning:
• Coordinates and/or conducts training where appropriate.
• Identifies, and provides development of personnel progression and competency.
• Partners with team members to ensure adequate performance and competency, defines and achieves plans for team’s professional development, personnel training, goal setting, future work assignments (and succession planning), and tracking of accomplishments.
• Identifies resources required to execute team goals and participates in personnel recruitment.

Risk:

• Has personal knowledge and ensures team understanding and compliance of performing activities in a safe and compliant manner consistent with the site and corporate HSSE standards.
• Assessing and managing risk and apply principles consistently. Finding opportunities to prevent, control, and mitigate risks.
• Recognizes and acts to improve work situations that impact the health and safety of others.

Procedures:

• Drives continuous improvement within refinery wide departments and refinery policies and procedures.
• Incorporates learnings into support staff procedures or work processes, as appropriate.

Essential Education:

• Bachelor's Degree.

Essential Experience and Job Requirements:

• 5+ years of related experience required in working in an executive assistant role supporting C-Level executives
• Excellent written and verbal communication skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Proficiency with office productivity tools and an aptitude for learning new software and systems
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the company an