Administrative Assistant VI

• 00029530

Oxy is an international energy company with assets primarily in the United States, the Middle East and North Africa. We are one of the largest oil producers in the U.S., including a leading producer in the Permian and DJ basins, and offshore Gulf of Mexico. Our midstream and marketing segment provides flow assurance and maximizes the value of our oil and gas. Our chemical subsidiary OxyChem manufactures the building blocks for life-enhancing products. Our Oxy Low Carbon Ventures subsidiary is advancing leading-edge technologies and business solutions that economically grow our business while reducing emissions. We are committed to using our global leadership in carbon management to advance a lower-carbon world. Visit oxy.com for more information.

We are looking for an experienced and motivated individual to fill the position of Administrative Assistant within our Community Relations & Employee Relations group reporting to the Director of Community Relations and Employee Engagement based in Houston, TX.

The Community Relations Administrative Assistant is responsible for assisting the Community Relations & Employee Engagement team with the day-to-day operations. This position will work in coordination on other projects as assigned by the Director, Community Relations & Employee Engagement.

Essential Job Responsibilities:

• Responsibilities include performing various tasks in administrative support. These tasks may include, but are not limited to, records maintenance, compiling data for reports, administrative tasks associated with the budget process, scheduling appointments and meetings, calendar maintenance for the director and departmental events, answering/screening/routing telephone calls and emails, preparing expense reports, drafting correspondence to share with leadership and making travel arrangements.
• Facilitate approval process of domestic charitable contribution requests associated with company’s community investments; includes acquiring W-9’s and maintaining/organizing documentation such as pledge forms, contracts, sponsor benefits and branding/marketing elements.
• Prepare check requests and code invoices for the department’s sponsorship agreements, events and external vendors through the appropriate approval levels and submit for payment to Accounts Payable.
• Responsible for tracking departmental costs and domestic budget, includes identifying anomalies and re-coding as appropriate, working closely with Accounting and Internal Audit.
• Record and track all financial transactions for the department and all charitable contribution payments for the company.
• Coordinate weekly team updates for senior management.
• Prepare, manage, and maintain departmental book (processes, procedures, etc.).
• Coordinate scheduling/arrangements for team meetings and celebrations.
• Assist with the fulfillment of community partner gala tables, includes coordinating guest invitations, maintaining guest and RSVP lists, and general communication.
• Support the planning and coordination of events, programs, and/or projects to ensure departmental goals are completed on time, and with optimum quality; processes/projects may include Oxy Night at the Park, Employee Workplace Giving Campaigns, etc.
• Maintain and update the internal Community Relations website.
• Monitor Community Relations inbox and respond to internal and external inquiries within a timely manner. Delegate inquiries to the appropriate person as needed.
• Maintain team calendar and community partner contact and benefits lists.
• Provide general administrative support such as organizing, filing, ordering supplies, mail handling, and maintaining departmental records.
• Initiate phone calls to a variety of internal and external stakeholders on behalf of the team.
• Other duties as assigned.

Qualifications:

• Education: Associates Degree preferred
• Minimum 5 years of relevant experience with administrative tasks. Community, public relations, or corporate affairs experience is preferred.
• Must be able to work effectively in high-pressure situations while managing multiple tasks and handling confidential and sensitive information (such as financial and employee data) with tact, diplomacy and sensitivity.
• Experience managing and tracking a departmental budget; budget planning and analysis
• Advanced written, organizational, multitasking and oral communication skills
• Must be highly organized, detail-oriented, and possess the ability to handle sensitive and confidential information.
• Ability to manage conflicting priorities and exhibit flexibility when work assignments or priorities change.
• Must be process-driven and have the ability to work in a fast-paced environment with initiative and drive for results.
• Must be adept at calendar management and juggling meetings when conflicting priorities arise.
• Strong interpersonal skills; comfortable interacting and collaborating with employees and leaders at all levels of the organization.
• Strong recordkeeping ability.
• Ability to prepare correspondence and documents with a high-level of accuracy and attention to detail.
• Demonstrated expert level of proficiency in Microsoft office products (Outlook, Word, PowerPoint, Excel).
• Ability to work overtime as needed.

Additional Desired Qualifications:

• Bachelor’s Degree
• Knowledge of AP (Associated Press) writing
• Experience with Excel PivotTables
• Experience with Power BI
• Oil and gas industry experience is preferred

Occidental is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, marital status, political preference, sexual orientation, gender identity, national origin, protected veteran status, or disability status.