Administrative Assistant Office Manager

INEOS Enterprises is a chemicals business within the INEOS group, with revenues of $3bn/year. Enterprises has 5 businesses operational in the USA, each of which are based in a flagship head office in Columbus, OH.

This role will perform a wide range of responsible administrative duties, many of which are confidential nature, primarily in support of the INEOS Pigments CEO & their business Leadership Team. The role also provides administrative assistance to the INEOS Pigments Commercial & Technical teams.

Additionally, the role holder acts as the office manager for the INEOS Enterprises USA flagship head office, in Columbus, OH, helping to ensure a safe, efficient & high-class working environment for the ~120 colleagues who are based in the facility.

The role combines an overall understanding of efficient day-to-day administrative responsibilities, with a high degree of tact and integrity due to the frequent senior-level contacts and exposure to confidential data. Incumbent will work with minimal supervision often requiring the exercising of independent judgement.

Executive & Leadership Support

Most important activities:

• Support the INEOS Pigments Group CEO with diary management, travel & meeting scheduling
• Prepare travel arrangements, create detailed itineraries, prepare, review and track invoices and expense reports; reconcile to credit card statements for assigned stakeholders in the INEOS Pigments & KOH leadership teams
• Monitor departmental compliance to related travel & expense policies.
• Facilitate communication from department managers, business unit leaders, and project managers.
• Administer the Expensify online portal. Create all expense reports for Expensify users including routing for approval and submitting to finance for processing.
• Submit semi-monthly report to payroll for all company expense and reimbursements.
• Maintain Pigments & KOH Board diary schedule.
• Manage user lists for multiple Microsoft Teams spaces
• Manage office supply inventory and restock orders

INEOS Pigments Commercial & Technical Team Support

• Document and report generation, e.g. monthly SVP upload file
• Coordinate Commercial meeting arrangements, logistics and schedules, especially around business attendance at annual industry conferences. This may include:
• Coordinating with travel vendor and admin assistants and travelers in other regions to ensure all travel related matters are addressed as well as legal dept. and foreign authorities to ensure documentation for travel visas is submitted.
• Working collaboratively with travel vendor to source global meeting and lodging venues for executive or multi-functional meetings. Analyses floor plans, meeting rooms, AV, hospitality, meals and sleeping room options and costs. Negotiates options with venue to obtain best value. Coordinates with Procurement to place under contract.
• Recording and disseminating minutes as required.
• Review all documents, reports, and correspondence prepared for signature for correct format, content, grammar, and spelling; makes edits as necessary.
• Assist with month-end and year-end activities (credit card reconciliation, cost centre accruals, etc.)

Oversee document management for sales, primarily monitoring contract expiries, updating contract repository with new contracts or amendments, maintaining a log of global contracts with key terms.

• Maintain a comprehensive filing system.

Grand View Yard Office Management

• Most important activities:
• Liaise with landlord & other suppliers for office maintenance
• Create Purchase Requisitions (either through SAP or as Payment Requests) for all corporate functions
• Cardholder for discretionary Wells Fargo commercial card. Monthly reconciliation of commercial card activity across all sites
• Contact for mail delivery couriers. Arranges shipping (e.g. via FedEx) primarily domestic documents but occasionally either international documents or larger package shipping
• Coordinates the INGAGE team, the office employee engagement team.
• Organizes office events (e.g. staff celebration lunches, Board meeting visits); Issues office wide communications (e.g. emails and communication screens).
• Manages the office access badging system.

Qualifications:

• 5 years as a Senior Management Administrative Assistant preferably in a large business environment. A proven track record in an executive assistant role
• High school degree or equivalent
• AA or BS in business or related field preferred
• Requires a high level of tact and integrity
• Effectively works in a self directed manner with minimum supervision
• Strong ability to prioritize tasks, work on multiple activities and be flexible with changing priorities
• Proven ability to work in a team environment. Must be highly organized and detail oriented
• Proven ability to manage and maintain highly confidential information
• Flexible schedule required that may include unexpected overtime
• Ability to find and secure data and support business reporting activities
• Proven analytical thinker who can identify and weigh different options for solving problems and make an independent decision on how best to resolve the issues

Technical skills

• Strong skills in Microsoft Office Suite, including Excel, PowerPoint, Word, Teams, Outlook, SharePoint and working knowledge of Adobe Acrobat, Access and VISIO
• Working knowledge of SAP highly desirable.
• Experience with database application and reporting
• Excellent written and oral communication