Lead Administrative Assistant

0811 Chevron Upstream (a division of Chevron U.S.A. Inc.); Houston (TX); On-site; USD 60,000 - 90,000; Full time

Job summary

Chevron Corporation, headquartered in Houston, Texas, seeks a Lead Administrative Assistant to support the BAEC Leadership Team and staff with proactive, confidential, and high‑quality administrative help.

You will manage executive calendars, travel logistics, meetings, and visitor coordination while maintaining discretion and professionalism in a fast‑paced environment. This role partners with CRE, IT, and other teams to ensure smooth operations and an outstanding internal client experience.

Qualifications

• High School Diploma or equivalent.
• Proficient with Microsoft Office Applications (Excel, Word, Outlook, and PowerPoint).
• 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.

Responsibilities

• 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.

Skills

Discretion and confidentiality

Multi-tasking

Communication skills

Independent work

Problem solving

Education

High School Diploma or equivalent

Tools

Microsoft Office

CTREX

Job description

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.

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.

U.S. Regulatory notice

Chevron is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, sex (including pregnancy), sexual orientation, gender identity, gender expression, national origin or ancestry, age, mental or physical disability, medical condition, reproductive health decision‑making, military or veteran status, political preference, marital status, citizenship, genetic information or other characteristics protected by applicable law. We are committed to providing reasonable accommodations for qualified individuals with disabilities. If you need assistance or an accommodation, please email us at [e-mail]. Chevron participates in E‑Verify in certain locations as required by law.

Chevron Corporation is one of the world's leading integrated energy companies. Through its subsidiaries that conduct business worldwide, the company is involved in virtually every facet of the energy industry. Chevron explores for, produces and transports crude oil and natural gas; refines, markets and distributes transportation fuels and lubricants; manufactures and sells petrochemicals and additives; generates power; and develops and deploys technologies that enhance business value in every aspect of the company's operations.

Chevron is based in Houston, Texas. More information about Chevron is available at www.chevron.com.