Executive Assistant - job 1 of 4

At Motiva, our employees’ energy, passion, and dedication to excellence are what make us who we are and what allows us to generate energy that makes a house a home, gets us from point A to point B, and enables our health and wellbeing. We invest in every aspect of our employees’ lives because, at Motiva, our people matter.

Headquartered in Houston, Texas, Motiva refines, distributes and markets petroleum products throughout the Americas. The company’s Port Arthur Manufacturing Complex in Port Arthur, TX, is comprised of North America’s largest refinery with a total throughput of 720,000 barrels per day, the largest base oil plant in the western hemisphere, and an integrated chemical plant. Under exclusive long-term brand licenses with Shell and Phillips 66 (for the 76® brand), Motiva’s commercial operations supply more than 12 billion gallons of fuel to customers annually. Motiva is wholly owned by Aramco, one of the world’s largest integrated energy and chemicals companies.

Position Overview:

The Executive Administrative Assistant provides high-level, strategic administrative support to the Executive Vice President Marketing & Sales. Operating in a complex, fast paced, and highly visible environment.

This position manages a wide range of sensitive and mission-critical activities, including executive calendar orchestration, preparation of materials for ELT and Board-related meetings, coordination of leadership forums, and support for key MCP governance processes. The Executive Administrative Assistant serves as a trusted partner to the EVP, enabling them to maintain focus on strategic decision-making, project stewardship, and enterprise-level leadership commitments.

The role requires exceptional professionalism, judgment, and confidentiality, with strong organizational capability to anticipate needs, remove administrative barriers, and ensure the smooth functioning of the EVP’s office and broader Marketing & Sales leadership team.

Responsibilities:

• Provide high-level administrative support requiring confidentiality, strategic awareness, and sound judgment.
• Prepare, edit, and organize confidential materials for Board meetings (Motiva and external Board Meetings), ELT discussions, and other executive-level forums.
• Coordinate briefing packets, pre-reads, and presentation materials for internal and external executive meetings.
• Coordination of monthly M&S leadership meetings and support Marketing & Sales leadership in tracking action items, follow-ups, and key deliverables.
• Support of Quarterly M&S townhalls in logistics working with a cross-functioning team of communications, facilities and Marketing & Sales.
• Manage the EVP’s complex calendar, prioritizing engagements, mitigating conflicts, and ensuring readiness for all meetings.
• Coordinate standing and ad-hoc meetings for the M&S organizations including quarterly stewardship reviews and leadership meetings
• Partner with other Executive Assistants across Motiva to align ELT schedules, reserve meeting space, and coordinate enterprise-level leadership activities.
• Interface professionally with executives, Board members, senior leaders, contractors, and external stakeholders.
• Arrange comprehensive domestic and international travel for the EVP, including itineraries, accommodations, transportation, visas, and documentation.
• Manage logistics for off-sites, vendor engagements, and executive leadership meetings.
• Coordinate catering, room setup, technology requirements, and support before, during, and after major meetings or events.
• Serve as a key liaison between the EVP and internal/external partners, ensuring timely and accurate flow of information.
• Handle incoming communication, correspondence, and inquiries with professionalism and discretion.
• Oversee expense management, credit card validation, and monthly reporting with accuracy and compliance. 
• Processing of invoices as needed.
• Maintain organized electronic and physical filing systems to support documentation, audit readiness, and record retention.
• Support the Marketing & Sales team on any hospitality and customer hosted events; internal Motiva wide events that are M&S initiated
• Exercise judgment in identifying issues, conducting preliminary analysis, recommending solutions, and coordinating resolution.
• Perform additional duties as required to support the EVP and the operational efficiency of the Marketing & Sales organization.

Experience and Qualifications:

Required Education and Experience

• Minimum of 7 years of experience providing administrative support in a complex, fast-paced corporate environment.
• Demonstrated experience supporting senior leaders (VP-level or above), with proven ability to manage sensitive information, competing priorities, and shifting demands.
• Strong proficiency with Microsoft Office Suite (Outlook, Teams, PowerPoint, Excel) and comfort working with digital workflow tools and enterprise systems.
• Proven ability to prepare, review, and manage confidential executive materials, including Board packets, ELT presentations, leadership meeting pre-reads, and governance documents.
• Exceptional organizational, planning, and time-management skills, with the ability to anticipate needs and ensure executive readiness.
• Strong interpersonal, communication, and relationship-building abilities, with experience interacting professionally with executives, internal stakeholders at all levels, and external partners.
• High level of discretion, integrity, and judgment in handling confidential or sensitive matters.
• Demonstrated capacity to operate independently, exercise initiative, and make sound decisions in support of executive leadership.

Preferred Education and Experience

• Bachelor’s Degree in Business Administration, Communications or related field.
• Experience with SAP/Ariba or similar enterprise procurement and financial systems

We reserve the right to amend or withdraw Motiva jobs at any time, including prior to the closing date. Depending on qualifications, the successful candidate may be offered a position at a more appropriate level and/or grade.

Applicants for regular U.S. positions must be authorized to work in the United States for Motiva Enterprises LLC without the need for sponsorship of an immigration authorization or visa (for example, TN, H-1B, or other employment-based immigration authorization or visa).

Motiva participates in E-Verify.

All qualified applicants will receive consideration for employment without regard to race, color, sex, national origin, age, religion, disability, sexual orientation, gender identity, protected veteran status, citizenship, genetic information, or other protected status under federal, state, or local laws.