Executive Assistant

Date Posted: August 27, 2024
Reports To: Managing Director/ Plant Manager
Location: Geismar
Duration: Full-Time

Position Summary

Provides senior administrative support services to the Managing Director and Plant Manager with a direct reporting line to the Country Manager and a dotted line to the Plant Manager. The role provides administrative guidance and support to all administrative assistants at Methanex USA, Geismar. The role also supports other business roles that report to the Managing Director. The roles and responsibilities have been extended following the change in Geismar’s organizational structure, with the country manager being local to the site.

Position Responsibilities

• Ensures the accurate and timely preparation of reports, letters, presentation material and other correspondence.
• Prepares presentation materials including the use of PowerPoint, Visio and other standard software.
• Responsible for taking telephone messages, arranging meetings in Microsoft Outlook, filing, handling mail, operating fax and photocopy machines, and preparing expense reimbursement claims.
• Maintains the calendar for the Plant Manager and schedules appointments as required.
• Supports compilation of the site’s quarterly risk register for review by the Plant Manager prior to sending it out to the review committee.
• Coordinates and manages itineraries for Methanex employees visiting from other locations.
• Prepares and publishes the weekly bulletin working with the Plant Manager.
• Ensures effective travel arrangements are made by booking and arranging travel documentation.
• Provides support with budget management and tracking of monthly expenditures with regard to allocated expenses.
• Works with the Stakeholder Relations manager to develop and prepare material for site quarterly team talks and coordinate the location and any associated refreshments.
• Inputs data records into PeopleSoft.
• Supports and assists with meeting preparations (i.e. location, beverages, and food service)
• Prepares and maintains the calendar for the Managing Director role.
• Develop regular updates for the Managing Director for Country Manager meetings and other meetings.
• Supports requests from the Director, Business Development as needed to coordinate meetings, data and other arrangements.
• Drives the schedule and agenda preparation for SMT meetings for the Country Manager and Plant Manager. Ensures that CM and PM review and have the SMT agenda ready in advance of the meetings.
• Coordinates Country managers face to face meetings and also coordinate visits for senior Methanex members who visit the site. Eg. CEO, Senior VPs, ELT, Board etc..
• Develop tracking dashboards to support Country Manager and Plant Manager in analyzing key data for the business. Example: New project integration and communication, Follow up from any significant incidents etc..
• Provides leadership and guidance to the site administrative support team and leads by influence to have a highly engaged team.
• Supports administrative work overflow from other departments and serves as backup for other Administrative Assistants as needed.
• Assists with employee recreation activities and community outreach.
• Manages the Senior Management Team materials such as agendas, minutes, business calendar and action log.
• Provides communication support across global manufacturing functions in support of the Plant Manager as a member of the Global Manufacturing Team.
• Serves as meeting scribe as needed.
• Responsible for the organization and neatness of assigned building conference rooms daily.
• Contributes to the organizational vision of Global Methanol Leadership and as a team member demonstrates the core values of integrity, trust, respect and professionalism.
• Conducts all business in a manner which supports the Responsible Care® ethic.
• Provides support role as a scribe for any site emergencies through the Emergency Operating Center.
• Actively participates in the Events Committee and co-chairs at minimum one event each year.
• Actively participates in the Administrative Assistant’s group and provides support in the coordination and execution of major site events and activities.
• Networks with other Methanex locations globally for the mutual benefit of all sites.
• Responsible for ensuring awareness of all controlled documents relating to this position as per Document Awareness Report from Document Management Database.
• Contributes to the ‘operational excellence’ as an effective member of the Administration Department.

Position Qualifications

• High school diploma or equivalent required.
• Minimum of 5 years in a senior administration/personal assistant role.
• Advanced computer skills including Microsoft Outlook, Word, Excel & PowerPoint.
• Preferred knowledge and experience of MS Visio.
• Desktop publishing program experience (MS Publisher) preferred.
• Event management and/or meeting coordination experience preferred.
• Strong business writing skills and attention to detail.
• Experience in administrative planning and scheduling.
• Professionalism.
• Verbal and written communication skills.
• Ability to organize and prioritize.
• Capacity to work under pressure.

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