Executive Administrative Assistant

BASIC FUNCTION

This role provides administrative, special projects, SAP, board meeting, customer, community and employee relations support to the Baystar directors and leadership team and leads the Admin group. The Executive Administrative Assistant is also responsible for managing calendars, schedules, and support for internal and external meetings.

RESPONSIBILITIES

• Manages executive schedule and acts as liaison for 5-person executive team and 18-person leadership team, creating recurring meetings.

• Day-to-Day leadership of small admin team through prioritization of requests across groups, training new admin assistants as needed. Baystar has ~270 employees and ~410 people working on site.

• Must be comfortable in a fast-paced environment with multiple tasks and projects at hand.

• Must be self-directed and able to work without supervision.

• Handles highly confidential information; organizes and maintains electronic files, maintaining phone lists, and other special request, i.e., ordering flowers for funerals and births, etc.

• Distributes inter-office memoranda.

• Sends company announcements, including polyethylene price adjustments, to customers as requested.

• Tracks competitive announcements in a shared file as provided by the Commercial Director.

• Create, track and manage purchase requisitions and purchase orders in SAP; manages admin invoices and payments. Heavy use of p-cards and expense reporting

• Serve on the Baystar Safety Committee in administrative role (taking notes, providing meals)

• Coordinate annual board meeting schedule, meeting coordination and preparation (including document distribution, working with admins from Borealis and TotalEnergies, etc.)

• Plans/organizes and implements events such as meetings, business luncheons, or client dinners.

• Supervise building vendors (i.e., Canteen for coffee/vending, Terminex, Ricoh for copying) as well as procuring/managing all office supplies, business cards, etc.

• Oversee and coordinate Admin building maintenance and office set up, relocation, office equipment and furniture.

• Coordinate and own all logistics and giveaways for company events, meetings, and employee team building activities or special projects

• Including monthly birthday parties, employee townhalls, safety celebrations, community outreach programs, annual holiday party, Ham & Handshakes, etc. and assisting supervisors with retirement and work anniversary celebrations.

• Able to organize and manage large amounts of files, tasks, schedules, and information.

• Arranges travel, accommodation, itineraries, and all correspondence related to arrangements as needed.

• Support Baystar employees with day-to-day tasks and various assigned projects

• Support Safety with Job Safety Audits, Loss Control Checklists and Planned General Inspections and Safety Compliance reports into the proper programs. Maintain Audit and Inspection records for HSSE.

• Distribute external website inquiries, update information in SharePoint and on BTV (Baystar communications)

• Maintain and issue the weekly after-hours duty roster.

• Understand, support, and comply with all company safety policies and procedures.

• Other duties as assigned.

CORE VALUES

Must exhibit and demonstrate our 5 Core Values

Caring: Dedicated to Safety, Employees, Customers, Community and Environment

Trustworthy: Living a Culture of Openness, Honesty and Collaboration

Focused: Creating Value by Delivering the Right Solutions

Innovative: Daring to be different by finding New Ways

Fun: Embracing our Diverse Family and Celebrating our Success.

COMPETENCIES

• Job Knowledge

• Understands facets of job, aware of duties and responsibilities, keep job knowledge current.

• Productivity

• Manages workload, works efficiently, meets goals and objectives.

• Quality

• Strives to eliminate errors, accurate work is a priority, seeks opportunities to improve product/services.

• Safety

• HSSE - Works in a safe manner, uses PPE, recognizes hazards, makes safety suggestions and observations, current on Training Mine

QUALIFICATIONS / EXPERIENCE REQUIRED

• High School Diploma or equivalent

• 10+ years of administrative and clerical experience

• Advanced computer skills, including MS Office, MS Project, SAP, SharePoint

• Extensive experience in scheduling appointments and updating calendars.

• Excellent written and verbal communication skills.

• Detail oriented and precise with excellent organization skills

• Exceptional communication skills, both verbal and written

• Able to concentrate on multiple problems/tasks at once.

• Excellent time management and prioritization skills

PREFERRED QUALIFICATIONS / EXPERIENCE

• Bachelor's degree
• five year's prior experience in supporting mid - to senior-level administration, business, management, or related departments required.
• IAAP Certified Administrative Professional (CAP) or professional certification in office management.

PHYSICAL CAPACITY REQUIREMENTS

This position requires the incumbent to:

• Follow safety requirements for the role.

• Wear required PPE (eye protection, noise protection, etc.) when inside plant environment, or where directed by signage.

• Lift up to 10 pounds

• Walk safely in and around industrial areas.

• Work under deadline pressure within an environment that demands attention to safety and detail.

• Sit or stand for extended periods of time.

• Work at computer for significant periods of time throughout the day.