About the position:
The assistant will work closely with the leads to assist with administrative tasks and be the chief internal coordinator. The responsibilities will include but not limited to managing expense reports, travel arrangements (domestic and international), calendar management and vendor management. Individual must strive for excellence, be pro-active, enthusiastic and exuberate perseverance. The assistant will be responsible to perform variety of duties and tasks and should be able to manage stakeholders, vendors and navigate through systems.
Key responsibilities:
Responsible for calendar management. Maintains leaders schedule and is responsible for planning and scheduling meeting and conferences
Ability to maintain a variety of documents including business correspondences
Schedule travel for leadership visits
Responsible for travel arrangement including visa documentation, air ticket, hotel booking and car booking (Domestic & International)
Making necessary logistics arrangements for visitors: hotel booking, flight booking, cab booking, etc
Prepare and processes reimbursements and other expense reports, reconciling and reporting travel expenses
Ensure smooth execution of meetings, off-sites, summits and similar events by
Coordinating logistics such as equipment set up and coordinating with associated hotel/office helpdesk
Organizing necessary food/refreshment procurement
Preparing agenda for the meeting and maintaining minutes of the meeting
Collating final updated content from respective point of contacts for the event
Manage, escalate, and resolve key location specific issues which affect multiple team members (space, access, IT etc.)
Prepare notes, reports, letters and other documents using MS Word, spreadsheet and presentation
Required Qualifications:
Bachelors’ degree
5 years’ experience as an administrative assistant, preferably at the C-suite level in a multi-national company
Excellent communication skills: verbal and written
Proven experience with calendar, travel and expense management
Expert in handling multiple priorities, administrative coordination, and logistics management
Ability to act proactively, think on the feet and be resourceful
Ability to work independently and be result oriented with solution centric approach
Must be well-organized, detail-oriented, ability to multi-task with great follow-up skills
Must be diligent, hardworking, and ambitious
Expertise in managing multiple stakeholders and day to day tasks
Ability to use Microsoft Office suite (Outlook, Word, Excel, PowerPoint)
Experience with relevant tools such as concur, is an added advantage
Chevron ENGINE supports global operations, supporting business requirements across the world. Accordingly, the work hours for employees will be aligned to support business requirements. The standard work week will be Monday to Friday. Working hours are 8:00am to 5:00pm or 1:30pm to 10:30pm.
Chevron participates in E-Verify in certain locations as required by law.