Sr Admin Assistant

About the role

If you are selected as the Senior Administrative Assistant, you will provide support to the Chief, Information Security, Infrastructure & Architecture and the Manager, Enterprise Business Capabilities. You will work closely with these senior leaders to perform the highest level of administrative duties, working independently and proactively on numerous complex administrative tasks, exercising utmost discretion and independent judgment on a consistent basis. This position is based in Houston, TX.

Responsibilities

• Managing the calendars so that time is used effectively and efficiently—including planning work projects and scheduling of appointments with personnel inside and outside ConocoPhillips, including respective members of the Leadership Team and their direct reports, global Business Units, and other internal and external meetings
• Understanding the leader’s plans and objectives, reading and interpreting activities and proactively anticipating opportunities that assist in meeting the plans and objectives across several time zones
• Coordinating all office and administrative support duties including filtering email, as appropriate, answering the telephone, directing calls to others as appropriate, making arrangements for visitors, expense reports, timekeeping, invoice processing and coding, record management and other corporate administrative needs
• Ensuring leaders are prepared for all meetings and have the appropriate materials to be reviewed in advance of meetings
• Preparing, coordinating, and handling travel plans for leaders—including understanding the purpose of the trips so that arrangements can be made to optimize their time in meetings with managers, employees and outside companies, understanding corporate travel policy; passport and visa requirements, travel advisories and required immunizations for international travel, maintaining regular contact with the leaders during travel periods to communicate and initiate appropriate travel changes and advise of other issues requiring attention
• Drafting correspondence for and on behalf of the leaders; preparing special reports as requested; including extracting and sorting data in Excel; creating and editing presentations in PowerPoint, document formatting and editing in Word and Adobe
• Retention of information on key contacts, upcoming activities and projects
• Maintaining SharePoint/Microsoft Teams information and Outlook distribution lists
• Planning business lunches, dinners and events within budget guidelines and with minimal guidance
• Coordinating with other Administrative Assistants in the Lower 48 for planning and implementing Region activities
• Providing input and feedback to the leaders when needed

Success Profile

• Takes Accountability: Takes ownership of actions and follows through on commitments by courageously dealing with important problems, holding others accountable, and standing up for what is right
• Drives Performance: Delivers results through realistic planning to accomplish goals
• Makes Decisions: Generates effective solutions based on available information and makes timely decisions that are safe and ethical

Basic Qualifications

• Legally authorized to work in the United States
• 5 or more years of experience in an administrative support role, preferably supporting multiple leaders or teams simultaneously
• 3 or more years of experience in event management or planning
• Intermediate level of proficiency with MS O365 applications: Word, Excel, PowerPoint, Outlook, SharePoint, and Teams

Preferred Qualifications

• 1 or more years of experience handling confidential information with the utmost discretion
• 1 or more years of experience organizing and prioritizing numerous tasks, multitasking, and working under pressure within tight timelines, with limited direction
• Advanced verbal and written communications skills, including ability to proofread materials for contextual, grammatical, typographical, or spelling errors
• Proven track record as a highly resourceful team player; polite and respectful of others, with the ability to also be effective independently
• Excellent communication and organizational skills; self-starter looking for opportunities to add value across the organization
• Willingness to engage in additional training as appropriate
• Internal and external networking, at all levels in the organization
• Builds/maintains effective working relationships
• Demonstrates professional manner and ability to influence in dealings with others
• Strong process and system orientation; promotes group effectiveness
• Planning, organizing and time management
• Initiative and problem solving
• Anticipates barriers and provides alternative solutions
• Sound judgment and high sense of accountability

Benefits

• Taking Care of Your Health & Wellness: Medical, dental, vision, mental health support, and wellness programs
• Supporting and Building Financial Security: Competitive base pay, annual performance bonuses, and retirement savings plans
• Promoting Work-Life Balance: Paid time off, paid parental leave, and family support resources
• Offering Career Development: Access to training, mentoring, and internal career mobility tools
• Guiding Recognition & Inclusion: Peer-nominated awards, inclusive culture, and employee resource groups