Administration and Project Coordinator to CEO Office

Coordination - organizing the various parts of an activity to enable collaboration and efficient communication.

Advisory - giving information or advice or a recommendation about what should be done.

Assistance - scheduling appointments and meetings, coordinating resources, and assembling appropriate reference and back-up material for all meetings including meetings set by the Management; scheduling the Chairman meetings with high-level leaders of other organizations, with the appropriate combination of assertiveness.

Main duties

Provide executive-level support to the C-level employees with a high degree of initiative, judgement, and discretion;

Manage a complex schedule and handle frequent reprioritizations that will often require independent decision making. Duties under this include:

Coordinate travel arrangements: develop itineraries, book flights and hotel arrangements, reserve meeting facilities, and perform other necessary arrangements as needed including travel schedules;

Serve as a point of contact for the Chairman and C-suit executives;

Proactively identify and exercise independent analysis and judgement in prioritizing situations requiring attention;

Track the managers project deadlines and needs, while also simultaneously meeting one s own deliverables;

Establish and maintain a strong working relationship with the Executive Personal Assistant who coordinates all communication and activities with C-suits.

Other duties as assigned.

Desired Candidate Profile

Master of Arts degree, Master of Science degree, or equivalent degree;

5+ years of experience in complex coordination of activities, management, or comparable experience;

Excellent written and verbal communication skills;

Ability to work independently as well as collaboratively with colleagues. This includes overcoming geographic and other potential barriers to communicating with and making contributions to the team s work;

Exceptional organizational skills, including the ability to manage multiple tasks and projects simultaneously while meeting deadlines;

Ability to thrive in a fast paced and challenging environment;

Capacity to think strategically, critically, and respond analytically;

Ability to edit and format documents;

Mastery of Microsoft Office suite;

Flexibility in working with new issues, topics, and approaches.

Physical and Mental Requirements

• Lifting and Carrying: Ability to lift and carry up to 50 pounds.
• Mobility: Must be able to walk and climb to perform duties, including maneuvering within a refinery or plant environment and accessing elevated platforms via ladders and stairwells.
• Communication: Sufficient clarity of speech and hearing, or other communication capabilities, to communicate effectively.
• Focus and Multitasking: Ability to maintain focus and multitask effectively.
• Safety Equipment: Must be able to wear safety equipment as required by the safety department for personal protection, if/where needed in manufacturing environments.
• Personal Mobility and Reflexes: Sufficient personal mobility and physical reflexes, with or without reasonable accommodations, to perform office duties and travel to off-site locations when necessary.