Job Summary

Provides administrative, coordination and office support to the Refinery General Manager/Vice President, Refinery Leadership Team, and related department leaders.  The position supports daily executive-level administrative needs through calendar and meeting coordination, travel and presentation support, confidential recordkeeping and follow-up, office and vendor coordination, special project support.  

Expected Salary: $65,000 - $83,000

Application deadline is August 23, 2026

Minimum Qualifications

• Executive-level administrative support, calendar management, travel coordination, meeting planning, and presentation preparation.
• Strong confidentiality, judgment, organization, follow-up, and independent problem-solving skills.
• Proficiency with Microsoft Office, SharePoint, or similar systems.
• Ability to coordinate deadlines, reporting, and records retention.
• Valid driver’s license.
• Eligible to obtain a TWIC.

Job Duties

1. Provide comprehensive administrative, meeting, and presentation support to the Refinery General Manager/VP, Refinery Leadership Team (RLT), and related department leaders, including managing daily and weekly calendars; coordinating travel arrangements and on-site/off-site meetings; arranging meeting rooms and video conferencing; serving as an intermediary for unscheduled visitors and inquiries; preparing, formatting, and coordinating presentation materials for internal and external meetings; drafting correspondence as directed; preparing, maintaining, and submitting reports/documents; verifying and approving statements for payment within established budgetary guidelines; and preparing expense reports and payroll/time reporting as required.
2. Work under general/minimal supervision while maintaining confidentiality of sensitive information; make independent decisions and resolve routine issues within assigned areas of responsibility, escalating unusual situations as appropriate; organize and maintain correspondence, administrative files, and other records; maintain follow-up systems and monitor assigned activities to ensure accurate and timely completion; coordinate building management responsibilities, including repairs, office furniture and equipment needs, and office assignment coordination; and maintain inventory and purchase office supplies, refreshments, housekeeping supplies, and other materials for RLT, and other areas as needed.  Contract liaison for cafeteria services.
3. Coordination of activities for special projects assigned, including, but not limited to monthly MPRs, business reviews, and administrative support to MDA fundraisers.
4. Serves as a lead resource for site Administrative Assistants by providing guidance, sharing best practices, and supporting consistent processes and communication.

Job Duties II