Site Manager Administrative Assistant

Basic Function

The Site Manager Administrative Assistant position performs high level administrative duties to support the Site Manager, HSE, and Leadership Team at the LyondellBasell Morris, Illinois facility. This position is a point of contact for the site in support of a 24 hour, 365 day per year operation. Reporting to the Site Manager, the position provides assistance to the site HSE and Leadership Team. The role manages multiple tasks such as assigned company projects, preparing and proofreading documents and presentations, participating on plant teams, and various clerical safety, environmental, and support tasks for the HSE and Leadership Teams. This position should also recommend and initiate positive changes in office practices or procedures.

Roles & Responsibilities

•    Professionally represent the organization to all internal and external stakeholders
•    Maintain a favorable working relationship with all company employees to foster and promote a cooperative working environment
•    Proofread and edit Powerpoint presentations for the Leadership Team in preparation for visitors and company executives, etc.
•    Calendar management of the site manager and others as assigned, scheduling meetings and appointments, as well as coordinate all logistics for internal/external business meetings, site visits and Senior Executive on-site reviews
•    Create and prepare formal communications, announcements and presentations, as well as prepare brochures, pamphlets and certificates
•    Plan and coordinate all aspects of company events, Leadership Team meetings with visitors, award ceremonies and recognition celebrations, including holiday parties, Operational Excellence Award Celebrations, Global Safety Day, safety milestone activities, as well as community-related events.
•    Coordinate travel arrangements and prepare/submit expense reports
•    Coordinate/participate in weekly HSE and Management Team Staff Meetings including development of agenda, transcribing/distribution of meeting minutes
•    Manage company procurement card and reconcile monthly statement in Concur Expense Reporting System
•    Develop and maintain Web Pages and SharePoint Sites, as well as update content
•    Prepare and manage the budget for shared resources and community donations, as well as compile data for various month-end reports
 
•    Prepare and submit Payment Request Forms for supplier payments, community donations and company membership dues
•    Maintain office supply inventories and procure as needed
•    Establish, organize, and maintain paper and electronic files
•    Manage phone inquiries, as well as incoming/outgoing correspondence for site Leadership Team
•    Generate creative ideas and work with vendors to purchase promotional items, safety gifts, employee recognition gifts as needed
•    Work with other administrative assistants including but not limited to providing back up support as needed.
•    Other duties as needed to support the organization as assigned.

Professional/Technical Skills
•    Maintain a high level of confidentiality in all aspects of the business
•    Strong attention to detail in all assignments
•    Strong interpersonal skills and professionalism to communicate with all levels of the organization
•    Excellent organizational and time management skills to efficiently prioritize competing demands to meet tight deadlines; flexibility in work hours to support projects
•    Proactive self-starter and results-oriented
•    Able to work independently or with a team, and acts as a resource for colleagues with less experience
•    Strong writing skills, including proofreading, formatting and finalizing documents
•    Problem-solver with decision making ability
•    Advanced skills in Microsoft Office applications (Outlook, Excel, Word, PowerPoint, Teams), as well as knowledge of Website and SharePoint management; ability to learn new software

Min. Qualifications

•    High School Diploma or GED
•    Typically, a minimum of six years administrative experience and handle confidentiality and sensitive information with tact, diplomacy and sensitivity
•    Ability to effectively prioritize and manage multiple tasks with a high level of attention to detail and accuracy
•    Ability to foster effective working relationships with all levels of the organization and promote a positive work environment
•    Computer proficiency; Working and proficient knowledge of Microsoft Office Applications, and Teams
•    Availability and flexibility outside of regular business hours if/as needed to provide support

Preferred Qualifications

•    Experience with SAP, company travel system, SharePoint, OneNote, Concur, and Intelex Schedule
The successful candidate will work Monday-Friday, 5 8-hour days, and is Over Time (OT) eligible. Occasional need to work outside of the regular schedule exists. Remote work is available in accordance with Company Remote Work Policy and manager approval.

Competencies