Lead Administrative Assistant

Chevron Corp.; Houston (TX); Presencial; USD 45.000 - 65.000; Jornada completa

Descripción de la vacante

Chevron Corp. in Houston seeks a Lead Administrative Assistant to partner with the BAEC Leadership Team and HQ staff, delivering proactive, confidential, high-quality administrative support.

The role requires exceptional organization, anticipation of needs, and seamless day-to-day operations coordination. Responsibilities include calendar management, travel planning (domestic and international), meeting and event coordination, visitor support, collaboration across teams, and office/ facilities

Formación

• High School Diploma or equivalent.
• Proficient with Microsoft Office Applications (Excel, Word, Outlook, PowerPoint).
• Proficient with CTREX.
• Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
• Proven ability to work independently, effectively manage multiple priorities, and quickly adapt to new business requirements or rapidly changing needs.
• Ability to keep information organized and confidential.

Responsabilidades

• Coordinate and optimize executive calendars, meeting logistics, travel arrangements, expense reporting, and virtual collaboration tools to maximize leadership effectiveness.
• Prioritize requests and activities based on business and leadership needs while maintaining flexibility in a dynamic environment.
• Handle confidential and sensitive information with the highest level of professionalism and discretion.
• Coordinate domestic and international travel, including itineraries, transportation, visa support, and related logistics.
• Proactively identify and resolve travel-related issues to ensure seamless execution of leadership travel plans.
• Plan and execute leadership meetings, workshops, events, and site visits, including venue coordination, catering, vendor engagement, contracts, and cost management.
• Coordinate meeting logistics, materials, and technology requirements to ensure professional and efficient execution.
• Ensure a professional and seamless experience for internal and external visitors, including company executives, partners, and government officials.
• Coordinate visitor access, workspace arrangements, meeting logistics, and on-site support as needed.
• Maintain department distribution lists and support administration of Teams, SharePoint, intranet, and other collaboration platforms.
• Develop and maintain effective working relationships with administrative networks, business partners, and support organizations to facilitate efficient execution and problem resolution.
• Partner with Corporate Real Estate (CRE), Information Technology (IT), and other support teams to address office, equipment, facilities, and access-related needs.
• Coordinate office space planning, floor plan updates, workspace setup, and office moves in partnership with CRE.
• Ensure office and event supplies are maintained and available to support business operations.
• Manage departmental purchases and reconcile P-card expenses accurately and within required timelines.
• Monitor expenditures associated with events and services and identify opportunities for cost optimization.
• Coordinate onboarding and offboarding activities, including equipment, SmartBadges, workspace arrangements, and system access.
• Support a positive employee experience through effective coordination and communication.
• Serve as a backup resource for executive administrative support, providing coverage for senior leadership assistants during vacations, absences, or peak workload periods.

Conocimientos

Verbal and written communication

Multi-tasking

Independent work

Confidential information handling

Educación

High School Diploma or equivalent

Herramientas

Microsoft Office

CTREX

Descripción del empleo

The Lead Administrative Assistant serves as a trusted partner to the BAEC Leadership Team and Houston-based headquarters staff, providing proactive, confidential, and high-quality administrative support.

Reporting to the BAEC Executive Advisor and working closely with the BAEC Executive Assistant, this role enables leadership effectiveness through exceptional organization, anticipation of needs, and seamless coordination of day-to-day operations. The successful candidate will demonstrate strong judgment, professionalism, discretion, and a commitment to delivering an outstanding customer experience while helping the organization operate efficiently and effectively.

Responsibilities for this position may include but are not limited to:

Executive and Administrative Support

• Coordinate and optimize executive calendars, meeting logistics, travel arrangements, expense reporting, and virtual collaboration tools to maximize leadership effectiveness.
• Prioritize requests and activities based on business and leadership needs while maintaining flexibility in a dynamic environment.
• Handle confidential and sensitive information with the highest level of professionalism and discretion.

Travel and Logistics Management

• Coordinate domestic and international travel, including itineraries, transportation, visa support, and related logistics.
• Proactively identify and resolve travel-related issues to ensure seamless execution of leadership travel plans.

Meeting and Event Coordination

• Plan and execute leadership meetings, workshops, events, and site visits, including venue coordination, catering, vendor engagement, contracts, and cost management.
• Coordinate meeting logistics, materials, and technology requirements to ensure professional and efficient execution.

Executive Visitor and Stakeholder Support

• Ensure a professional and seamless experience for internal and external visitors, including company executives, partners, and government officials.
• Coordinate visitor access, workspace arrangements, meeting logistics, and on-site support as needed.

Collaboration and Organizational Support

• Maintain department distribution lists and support administration of Teams, SharePoint, intranet, and other collaboration platforms.
• Develop and maintain effective working relationships with administrative networks, business partners, and support organizations to facilitate efficient execution and problem resolution.
• Partner with Corporate Real Estate (CRE), Information Technology (IT), and other support teams to address office, equipment, facilities, and access-related needs.

Office and Facilities Management

• Coordinate office space planning, floor plan updates, workspace setup, and office moves in partnership with CRE.
• Ensure office and event supplies are maintained and available to support business operations.

Financial and Procurement Support

• Manage departmental purchases and reconcile P-card expenses accurately and within required timelines.
• Monitor expenditures associated with events and services and identify opportunities for cost optimization.

Employee and Contractor Support

• Coordinate onboarding and offboarding activities, including equipment, SmartBadges, workspace arrangements, and system access.
• Support a positive employee experience through effective coordination and communication.

Team Support

• Serve as a backup resource for executive administrative support, providing coverage for senior leadership assistants during vacations, absences, or peak workload periods. Support may include complex calendar management, domestic and international travel coordination, meeting planning, and other executive support activities

Required Qualifications:

• High School Diploma or equivalent
• Proficient with Microsoft Office Applications (Excel, Word, Outlook, and PowerPoint)
• Proficient with CTREX
• Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills
• Proven ability to work independently, effectively manage multiple priorities, and quickly adapt to new business requirements or rapidly changing needs
• Ability to keep information organized and confidential

Preferred Qualifications:

• Experience supporting senior executives or leadership teams
• Demonstrated ability to lead administrative processes
• Experience with budgeting, reporting, or business operations coordination
• Strong analytical and problem-solving capability

Relocation Options:

Relocation is not offered for this role. Only local candidates will be considered.

International Considerations:

Expatriate assignments will not be considered. Chevron regrets that it is unable to sponsor employment Visas or consider individuals on time-limited Visa status for this position.