Executive Assistant

The Executive Assistant provides high-level administrative and organizational support to the Refinery Manager and members of the refinery leadership team. This position serves as a trusted business partner responsible for managing executive calendars, coordinating meetings and events, preparing communications and reports, maintaining confidential information, and supporting site leadership initiatives. The role requires exceptional professionalism, discretion, attention to detail, and the ability to effectively interact with employees, contractors, union representatives, corporate personnel, and external stakeholders.

• Manage complex calendars, schedules, and meeting requests for the Refinery Manager and designated leadership staff.
• Coordinate leadership meetings, employee forums, town halls, and special events.
• Prepare meeting agendas, presentations, reports, and supporting documentation.
• Record meeting notes and distribute action items as requested.
• Screen, prioritize, and respond to correspondence and inquiries on behalf of leadership.
• Coordinate business travel arrangements, accommodations, and expense reporting.

• Draft, proofread, and distribute executive communications, announcements, presentations, and correspondence.
• Serve as a point of contact between leadership and employees, contractors, corporate personnel, government agencies, and external business partners.
• Coordinate site visits, leadership meetings, audits, and external stakeholder engagements.
• Facilitate communication and follow-up on key business initiatives and action items.

• Handle sensitive personnel, labor relations, operational, financial, and business information with the highest level of confidentiality.
• Maintain executive files, records, and documentation in accordance with company policies and record retention requirements.
• Support preparation and distribution of confidential reports and correspondence.

• Track assignments, deadlines, and deliverables for refinery leadership initiatives.
• Provide SAP support including budget tracking, purchasing requests, invoices, and administrative processes.
• Support special projects, strategic initiatives, and continuous improvement efforts.
• Coordinate logistics for training programs, leadership development activities, and employee recognition events.
• Provide administrative support for community relations activities, events, and communications.

• Manage conference room scheduling and meeting logistics.
• Coordinate catering, supplies, and administrative resources for leadership activities.
• Support onboarding activities for salaried employees and leaders as assigned.
• Maintain department files, organizational charts, and contact directories.

• Associate degree in Business Administration, Office Management, Communications, or related field preferred.
• Equivalent combination of education and relevant experience may be considered.

• Minimum of 5 years of executive administrative support experience, preferably supporting senior leadership.
• Experience in refining, industrial operations, energy, petrochemical, or a related industry preferred.
• Experience managing multiple priorities in a fast-paced environment.
• Prior experience with SAP preferred

• Exceptional organizational and time-management skills.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong written and verbal communication skills.
• Ability to manage highly confidential information with discretion and professionalism.
• Strong attention to detail and accuracy.
• Ability to…