Phillips 66 & YOU - Together we can fuel the future
The Senior Administrative Assistant will provide comprehensive administrative support to a Phillips 66 executive and their team. This position involves working closely with the executive and team to handle complex administrative tasks with independence and proactivity, while managing sensitive and confidential matters with sound judgement, discretion, and professionalism.
Responsibilities May Include
Supporting the Senior VP, Corp Strategy, Development & Transformation Coordinating all office and administrative support duties including answering and directing calls appropriately, arranging for visitors, handling expense reports, timekeeping, invoice coding and processing, record management and other corporate administrative needs. Managing the executive's calendar to ensure their time is used effectively and efficiently, including coordinating work projects, scheduling appointments with senior management both inside and outside of Phillips 66, and organizing internal and external meetings. Understanding the executive's plans and objectives, interpreting activities, and proactively anticipating/identifying opportunities that support achieving the plans/objectives. Ensuring the executive is fully prepared for all meetings. Managing the executive’s schedule to ensure they have reviewed necessary materials in advance and are ready to act at time of the meeting. Preparing, coordinating, and managing the executive’s travel plans, both domestically and internationally which includes: Booking flights, accommodations, and transportation Ensuring all travel arrangements align with the executive’s schedule and preferences Preparing itineraries and providing detailed travel agendas Managing visa applications and other travel documentation as needed Proactively addressing any changes or issues that arise during travel Understanding the purpose of the executive's trips to optimize their time for meeting with managers, employees, external companies, or professional organizations Providing all necessary pre-reading and background information to prepare for meetings/visits Understanding corporate travel policy; passport and visa requirements, travel advisories and required immunizations for international travel Maintaining regular communication with the executive during travel to communicate and initiate changes, and address other issues as needed Supporting the executive's leadership team as needed, including meeting planning, calendar management, travel and expenses, management of Outlook team mailboxes and other administrative tasks Preparing special reports as requested, which includes gathering, analyzing and summarizing relevant data. Maintaining various Outlook distribution lists. Acting as the "eyes and ears"; providing input and feedback to the executive. Coordinating special events and meetings. Understanding and ensuring compliance with corporate policies such as but not limited to travel, expense, document management retention. Maintaining membership list and processing annual membership renewals. Working collaboratively with all executive administrative assistants on the executive floor for back-up support, answering phones, calendaring and event planning, as needed.
Required Qualifications
Legally authorized to work in the job posting country High School Diploma or GED equivalent 5 years or more in administrative support positions Intermediate or higher level of technical proficiency in corporate systems and software; Word, Excel, Power Point (data manipulation, tables, and graphs), and Outlook
Preferred Qualifications
Total Rewards
At Phillips 66, providing access to high quality programs and care for you and your family is important to us. Maintaining a culture of well-being — physical, emotional, social, and financial — is essential for a high-performing organization. When we are at our best, we are poised to deliver exceptional results — personally and professionally. Benefits for certain eligible, full-time employees include:
Annual Variable Cash Incentive Program (VCIP) bonus 8% 401k company match Cash Balance Account pension Medical, Dental, and Vision benefits with an annual company contribution to a Health Savings Account for employees on HDHP Total well-being programs and incentives, including Employee Assistance Plan, well-being reimbursement, and backup family care services
Learn more about Phillips 66 Total Rewards.
Phillips 66 has more than 140 years of experience in providing the energy that enables people to dream bigger and go farther, faster. We are committed to improving lives, and that is our promise to our employees and our communities. We are sustained by the backgrounds and experiences of our diverse teams, which reflect who we are, the environment we create and how we work together. We have been recognized by the Human Rights Campaign, U.S. Department of Labor and the Military Times for our continued commitment to inclusive practices and policies in the hiring and retention of those in the LGBTQ+ community and military veterans. Our company is built on values of safety, honor and commitment. We call our cultural mindset Our Energy in Action, which we define through four simple, intuitive behaviors: We work for the greater good, create an environment of trust, seek different perspectives and achieve excellence.
Learn more about Phillips 66 and how we are working to meet the world's energy needs today and tomorrow, by visiting phillips66.com.
To be considered
In order to be considered for this position you must complete the entire application process, which includes answering all prescreening questions and providing your eSignature on or before the requisition closing date of 01/21/2025.
Candidates for regular U.S. positions must be a U.S. citizen or national, or an alien admitted as permanent resident, refugee, asylee or temporary resident under 8 U.S.C. 1160(a) or 1255(a)(1). Individuals with temporary visas such as E, F-1, H-1, H-2, L, B, J, or TN or who need sponsorship for work authorization now or in the future, are not eligible for hire.
Phillips 66 is an EEO and Affirmative Action Employer of Women/Minorities/Veterans/Individuals with Disabilities