Job description
Our Favorite CITGO Perks are:: •Remote Work options available for eligible positions •Options are department and/or location specific •9/80 Work Schedule Option (where applicable) •Annual Vacation Incentive (40-120 hours of pay) for Eligible Employees •Paid Vacation Time •Company-Paid Holidays •Parental Leave •Excellent 401(k) Match •Pension Plan •Company-Paid Sick Leave and Long-Term Disability •Medical, Dental, & Vision Plans; FSA and HSA options •Company-Paid Life Insurance for Active Employees •Healthy Rewards Program •Service Awards Program •Educational Assistance Plan •Dependent Children Scholarships •Reimbursement for Gym Membership •Employee Discount Programs •On-site Health Clinic •On-site Cafeteria (select locations) •On-site Credit Union and ATM (Corporate office only) •On-site Fitness Center (select locations) PLEASE NOTE ALL JOBS DO NOT QUALIFY FOR ALL PERKS Relocation: Relocation Benefits are not available for this position. Note: Employer will not sponsor visas for position Job Summary:
3. Assist in information gathering, data entry and preparation of presentations and reports to executives and the Lubricants Marketers Council using Lubricants' information sources, Microsoft office, SAP and SaleForce.
4. Prepare expense reports as delegated by General Manager, Lubricants ensuring compliance with corporate policy and review for thoroughness and accuracy of expense reports that route to the for General Manager, Lubricants and/or VP, Supply and Marketing approval.
5. Make travel arrangements for GM, Lubricants and his/her direct reports, consultants, etc. as directed by GM, Lubricants.
6. Coordinate departmental functions with other departments and back up support for VP, Supply & Marketing.
Responsible for providing administrative support to the GM, Lubricants, to the business unit's corporate functions and their managers and to the Lubricants Marketers Council. Duties may include developing communications; preparing and reviewing reports; managing business unit's corporate functions' ProCard, expenses, and invoices; arranging for on- and off-site meetings and office visitors; onboarding new employees; coordinating departmental functions with other departments; keeping the business unit SharePoint sites up to date; ordering office supplies; maintaining and updating filing systems; and backup to the other administrative support.
Minimum Qualifications:
Degree:
- High School Diploma (required).
- Associate's or Bachelor's Degree (preferred).
The minimum number of years of job related experience required by this job is:
- 7 years as Administrative Assistant.
List any specialized training or unique skills required:
- Microsoft Office (required).
- Exposure to SAP and SalesForce (preferred).
1. General administrative support including but not limited to the following:
- Following up on key activities and correspondence on behalf of department managers and the Lubricants Marketers Council, via e-mail and other resources.
- Arranging various meetings and events, including working closely with Corporate Events, and registering/welcoming onsite visitors.
- Processing Lubricants' corporate purchase orders, Goods Receipt and Service Entries, paid-on-approval invoices, and the business unit's ProCard. Liaise between Procurement, Ethics & Compliance (DNB checks) and AP for vendor onboarding and payments.
- Ordering office supplies and services for Lubricants' corporate functions and 3PL providers.
- Maintaining and updating filing systems - as well as purging files in accordance with record retention policies — to include digital and the business unit's SharePoint site. Championing the company's Record and Information Management program for Lubricants.
- Onboarding new personnel by working with IT, communications, facilities prior to the to employee's first day and working with the employee to learn our systems and processes.
2. Provide ad-hoc administrative support for the Compliance, Technical and Operational Excellence teams with SalesForce calendars, technical/quality bulletins, etc. and special projects as requested by various department managers.
3. Assist in information gathering, data entry and preparation of presentations and reports to executives and the Lubricants Marketers Council using Lubricants' information sources, Microsoft office, SAP and SaleForce.
4. Prepare expense reports as delegated by General Manager, Lubricants ensuring compliance with corporate policy and review for thoroughness and accuracy of expense reports that route to the for General Manager, Lubricants and/or VP, Supply and Marketing approval.
5. Make travel arrangements for GM, Lubricants and his/her direct reports, consultants, etc. as directed by GM, Lubricants.
6. Coordinate departmental functions with other departments and back up support for VP, Supply & Marketing.
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