Administrative Assistant at 3983 Chevron Technical Center (a Chevron U.S.A. Inc. division) — Houston, TX

Total Number of Openings

1

Chevron is accepting online applications for the position Administrative Assistant through 07, 27, 2026 at 11:59 p.m. CST.

The Administrative Assistant provides high-level administrative and operational support to leaders and teams, operating with professionalism, discretion, and sound judgment. The role manages competing priorities, coordinates complex schedules and travel, prepares accurate business documents, and serves as a trusted liaison to internal and external stakeholders to enable efficient, effective business operations.

• Provide proactive administrative support to one or more leaders with a high degree of independence, initiative, discretion, accuracy, and attention to detail.
• Manage leader calendar(s) and inbox, anticipate needs, prioritize requests, and resolve scheduling conflicts across multiple stakeholders and time zones.
• Schedule, coordinate, and support meetings (in-person and virtual), including agendas/materials, logistics, room/technology setup, and follow-up actions.
• Manage organizational distribution lists, communications, sharepoints, seating charts and other team management tasks.
• Coordinate complex travel logistics (domestic/international), including itineraries, visas/passports as needed, and related communications.
• Track, gather, and reconcile travel and business expenses; prepare and submit timely, accurate expense reports in accordance with company policy.
• Prepare, format, and proofread correspondence, reports, presentations, and other documents using Microsoft Office tools and enterprise systems (e.g., iPASS, CTREX, SharePoint as applicable).
• Handle highly sensitive and/or confidential information; maintain strict confidentiality and appropriate records management.
• Represent the leader’s office professionally to internal partners and external organizations; route inquiries and connect stakeholders to the right resources.
• Support small projects and special requests, including basic data gathering and simple analysis; track actions to closure.
• Identify opportunities to improve administrative processes; apply best practices and support the broader administrative network. Uses digital productivity tools to improve efficiency
• Manage end-to-end coordination and execution of field training programs
• Partner with instructors to align on course objectives, materials, and requirements
• Maintain ongoing communication with instructors to proactively address needs and updates
• Coordinate all travel and logistics, including hotel accommodations, conference rooms, and dining arrangements
• Ensure discretion by confirming no company branding is displayed at external venues
• Secure room blocks and meeting spaces for all training participants
• Organize and maintain participant information, including contact details and special considerations (e.g., allergies)
• Establish and manage communication channels (WhatsApp and Microsoft Teams) to keep participants informed
• Coordinate with safety contacts to confirm location-specific safety protocols and requirements
• Prepare, print, and assemble all training materials, including guides, posters, and course resources
• Provide real-time support to instructors and participants during training sessions
• Manage on-site logistics for Houston-based trainings, including room bookings and setup
• Coordinate with IT to resolve AV or technical issues and submit support tickets as needed
• Arrange participant parking and facility access
• Oversee budget tracking and financial management for all training activities
• Allocate post-training expenses accurately to each participant
• Monitor and ensure proper timewriting and correct use of charge codes
• Address and correct charge code discrepancies by coordinating with involved personnel

Required Qualifications

• High school diploma or equivalent
• 3+ years of administrative or business support experience
• Demonstrated experience supporting leaders or teams in a fast paced environment
• Proficiency with Microsoft Office applications (Outlook, Teams, Word, Excel, PowerPoint)
• Strong organizational, time management, and communication skills
• Ability to exercise sound judgment, prioritize work independently, and manage competing demands

Preferred Qualifications

• Experience supporting multiple leaders or complex organizations
• Familiarity with Workday, CTREX, or similar enterprise systems
• Experience coordinating travel and expense reporting in a corporate environment
• Strong customer service mindset and collaborative working style

Knowledge, Skills & Abilities

• Administrative expertise: Strong planning, organization, time management, and follow-through; ability to manage multiple priorities and deadlines.
• Communication: Clear, professional written and verbal communication; strong interpersonal skills and ability to adapt messaging to diverse audiences and levels.
• Technology proficiency: Advanced working knowledge of Microsoft Outlook, Teams, CoPilot, Word, Excel, and PowerPoint; ability to learn and leverage enterprise tools and workflows (e.g., iPASS, CTREX, SharePoint).
• Experience using Microsoft Copilot or similar approved digital productivity tools to support communication drafting, meeting preparation and summarization.
• Confidentiality and judgment: Demonstrated discretion when handling sensitive information and executive-level matters.
• Problem solving: Proactive approach to identifying issues, developing options, and escalating appropriately; maintains composure under pressure.
• Detail-oriented: Produces accurate work products and maintains strong quality control.

Relocation Options:

Relocation is not offered for this role. Only local candidates will be considered.

International Considerations:

U.S. Regulatory notice: