Basic Function

Provides administrative assistance duties to the Site Manager including management of the meeting calendar, point of contact for the site, coordinating employee activity events, preparing documents and presentation materials, coordinating site performance appraisals, creating purchase requisitions, monitoring and managing supplies, managing p-card expenditures and approvals, drafting letters and official information releases, and distributing meeting minutes. This position involves working closely with Site Manager and independent judgment is required to plan, prioritize and organize a diversified workload. This position should also recommend and initiate positive changes in office practices or procedures.

Roles & Responsibilities

General

• Coordinate all Site Manager appointments and meetings via Microsoft Outlook
• Proactive communication for due dates and appropriate escalation to avoid overdue or lapsed training and action item requirements
• Submit p-card expense reports in a timely manner adhering to the LyondellBasell p-card policy
• Assist LKO Leadership Team with any specific needs
• Coordinate meetings, including scheduling, coordinating catering, video conference, and hospitality requests, booking and setting up conference rooms, and preparing materials
• Actively participate in various team initiatives and event planning
• Handle all other administrative duties and special projects, as assigned
• Prepare all correspondence and various presentation materials and make all distributions
• Coordinates travel arrangements
• Actively participates on charitable committees
• Ensures oversight of maintaining building supplies
• Administrative Building proprietor and responsible to maintain office assignments and key allocation
• Takes initiative to solve problems to support the site and management as applicable
• Communicates with Administrative Assistants of Corporate executives to coordinate meetings and travel arrangements
• Facilitates bi-weekly meetings with Corporate Affairs to align on site events and community engagement
• Maintains the site intranet page

Area of Expertise, Requirements

• Knowledge of utilization of video conferencing software and hardware
• Ability to utilize advanced features of Microsoft Office (Word, Excel, PowerPoint, Outlook, TEAMs)

Min. Qualifications

• Associate's Degree in Business or related field
• Or High School Diploma (or equivalent) with a minimum of 4 years’ administrative experience supporting executive level positions

Preferred Qualifications

Education

• College level coursework is a plus

Languages

• English
• Additional language preferred

Other skills

• Must exhibit a high degree of initiative in managing multiple priorities simultaneously
• Excellent problem-solving skills to identify and resolve concerns in a timely manner, gather and analyze information, and develop alternative solutions
• Ability to work well with others in a diverse team environment
• Exceptional written and oral communication skills
• Strong organizational skills with good attention to detail and time management
• Ability to work across multi-disciplinary teams and interact with all levels of the organization

Competencies