Administrative Assistant

Chevron•Minot, ND

17h

About The Position

The Administrative Assistant for the Bakken AIM team provides essential administrative, logistical, and coordination support that keeps maintenance and integrity operations running smoothly, managing calendars, communications, documentation, onboarding, training compliance, site access, and field‑team logistics while maintaining organized records, preparing leadership materials, and streamlining workflows through Microsoft 365 tools, all while staying proactive, detail‑oriented, and steady under shifting operational priorities.

Requirements

High School diploma or equivalent.
3–5 years of administrative experience, preferably supporting operations, maintenance, engineering, or technical teams.
Proficiency with Microsoft Office Suite, Teams, SharePoint, and other digital collaboration tools.
Strong organizational skills with the ability to prioritize and manage multiple operational deadlines.
High level of discretion, professionalism, and respect for confidentiality.
Strong written and verbal communication skills.

Nice To Haves

Experience in maintenance, reliability, engineering, or asset integrity environments.
Familiarity with CMMS or work‑management systems
Strong ability to collaborate across diverse field and office teams.
Chevron experience and understanding of Chevron’s Operational Excellence expectations.

Responsibilities

AIM Team Coordination & Support Support maintenance and integrity leaders by managing calendars, scheduling meetings, and coordinating cross‑functional working sessions (Reliability, Ops, Projects, etc)
Prepare and distribute communications, announcements, and updates across maintenance groups
Assist with visitor accommodations and logistics coordination (PPE, needed certs, etc.)
Assisting with new hire / contractor onboarding (assigning office space, ensuring access to programs, IT equipment needs, etc.)
Managing office / truck barn access for contractors
Coordinating & tracking contractor training
Documentation & Work Management Support Assist with the organization and distribution of maintenance schedules, inspection reports, integrity findings, and corrective‑action documentation.
Maintain centralized repositories (SharePoint or similar) for AIM records, procedures, work logs, and compliance documents.
Prepare presentations, summaries, and reporting packages for leadership reviews, engagements, and program updates.
Maintain shared drives, SharePoint folders, and version control for important maintenance documents.
Field Support Coordination Support logistics for field‑based maintenance teams, inspectors, and contractors during planned and unplanned outages.
Coordinate site access, training requirements, safety documentation, visitor protocols, and contractor onboarding.
Assist with travel arrangements, equipment delivery coordination, and emergency‑response administrative support during unplanned events.
Maintenance & Integrity Program Administration Help maintain distribution lists, asset team communication channels, and status trackers for AIM activities.
Provide general administrative and office support to non-executive employees across maintenance departments, performing routine tasks independently and seeking guidance only for non-routine work.
Coordinate AIM team events, workshops, training sessions, and stakeholder engagements.
Aid in tracking staff movements, training certifications and scheduling.
Office & Operational Excellence Support Monitor team inboxes, draft correspondence, assemble briefing materials, and support reporting cadence.
Process expense reports, purchase requisitions, contractor support tickets, and service‑order paperwork as needed.
Identify opportunities to streamline administrative workflows using Microsoft 365 tools such as Teams, Copilot, Power BI, Power Apps, and SharePoint.
Apply a baseline understanding of company policies and practices to help teams operate smoothly and stay compliant.
Draft and maintain AIM generic Work Orders (ie. Training Work Order, HSE work orders for PPE, Safety Boot/Glasses, Vehicle registrations for trailers)