Administrative Assistant

Job Overview

Chevron is inviting applications for the role of Administrative Assistant until July 27, 2026, 11:59 p.m. CST. This role delivers high-level administrative and operational support to company leaders and teams, emphasizing professionalism, confidentiality, and good judgment. It involves juggling various priorities, organizing intricate schedules and travel, preparing accurate documentation, and acting as a dependable point of contact for internal and external parties to ensure smooth business functions.

Key Duties

• Provide proactive support to one or more leaders, working independently with discretion, accuracy, and great attention to detail.
• Maintain and prioritize leaders' calendars and inboxes, anticipating needs and resolving scheduling conflicts across various stakeholders and time zones.
• Coordinate and support meetings—both in-person and online—including preparing agendas, managing logistics, setting up rooms and technologies, and recording follow-up tasks.
• Oversee management of communication channels such as distribution lists, SharePoint sites, seating plans, and team organization tasks.
• Arrange complex domestic and international travel plans, including itinerary planning and handling visa or passport needs, plus related communications.
• Track and reconcile travel/business expenses; submit precise reports timely in line with company policies.
• Draft, format, and proofread various business documents including correspondence, reports, and presentations using Microsoft Office and related enterprise applications such as iPASS, CTREX, and SharePoint.
• Manage confidential and sensitive information maintaining strict privacy and proper records management.
• Represent the executive’s office to both internal and external audiences professionally, directing inquiries appropriately.
• Assist with smaller projects and special requests, conducting basic data collection, simple analysis, and ensuring completion of action items.
• Identify process improvement opportunities within administrative functions and support the wider administrative network with best practices and digital productivity tools.
• Organize and manage all elements of field training programs, including partnership with instructors on course objectives and materials, ongoing communication, travel, and lodging coordination.
• Ensure compliance with safety protocols and venue requirements, including discretion about company branding at external events.
• Set up and maintain communication platforms for training, manage participant details with attention to special needs, and ensure smooth onsite logistics including AV support and parking.
• Oversee financial tracking and budget management for training activities, monitoring accurate expenses, charge codes, and correcting discrepancies.

Required Qualifications

• High school diploma or equivalent educational background.
• At least 3 years of administrative or business support experience.
• Proven ability in assisting leaders or teams in a fast-paced environment.
• Proficiency with Microsoft Office applications including Outlook, Teams, Word, Excel, and PowerPoint.
• Strong organizational capabilities, excellent communication skills, and effective time management.
• Capacity to prioritize independently and exercise sound judgment while managing competing tasks.

Preferred Qualifications

• Experience supporting multiple leaders or handling complex organizational structures.
• Familiarity with enterprise systems such as Workday, CTREX, or similar platforms.
• Experienced with corporate travel arrangements and business expense reporting.
• A collaborative approach with a strong customer service focus.

Core Skills & Abilities

• Exceptional organizational and planning skills, capable of handling multiple deadlines and priorities.
• Excellent verbal and written communication, adaptable for varied audiences and levels within the company.
• Advanced technology skills for Microsoft Office suite and enterprise tools like iPASS, CTREX, and SharePoint.
• Experience utilizing approved AI-based digital productivity aids such as Microsoft Copilot for enhanced communication and meeting support.
• Exemplary judgment and ability to handle confidential and executive information discreetly.
• Strong problem-solving aptitude, working proactively to resolve issues and maintain composure under pressure.
• Detail focused with a commitment to producing accurate and high-quality work.

Additional Information

Relocation assistance is not provided; only candidates residing locally will be considered. Expatriate assignments and individuals requiring visa sponsorship or holding limited-term visas will not be eligible for this position.