Executive Administrative Assistant

UBE C1 CHEMICALS AMERICA•Waggaman, LA

16d•Onsite

About The Position

The Executive Administrative Assistant serves as a strategic partner to the CEO, Vice President/ Director of Operations, and site leadership, providing advanced administrative, analytical, and operational oversight that supports enterprise-wide decision-making. This role functions as a key extension of executive leadership, independently evaluating priorities, managing critical business workflows, and ensuring alignment across Procurement, Government Affairs, Finance, and Operations. The Executive Administrative Assistant applies independent judgment in matters of significance, supports the development of internal processes, and coordinates high-impact initiatives that affect company operations and performance.

Requirements

Minimum 10 years of advanced executive support experience requiring discretion, independent judgment, and cross-functional coordination.
Demonstrated ability to analyze operational information and support decision-making at the leadership level.
Experience with ERP systems (SAP preferred) and comfort interpreting procurement or operational data.
Strong judgment, professionalism, and ability to handle confidential, sensitive information.
Excellent communication, organizational, and multi-priority management skills.
Valid Driver’s License
TWIC Card

Nice To Haves

Strategic thinking and independent judgment
High-level professionalism and discretion
Advanced organizational and prioritization skills
Strong analytical and problem-solving abilities
Executive-level communication and collaboration
Ability to anticipate needs and drive outcomes with minimal supervision.

Responsibilities

Evaluate and prioritize executive-level requests, determining business impact and advising leaders on scheduling, resource allocation, and critical-path issues.
Serve as the primary liaison between executive leadership and internal/external stakeholders, including government, community, regulatory, and vendor partners.
Prepare executive-level briefings, reports, dashboards, and presentations that support strategic decision-making; analyze trends and identify key operational insights.
Develop and implement administrative processes and standards that improve department efficiency, communication flow, and organizational consistency.
Oversee high-level coordination between Operations, Finance, Procurement, and Government Affairs, ensuring timely information flow on matters affecting contracts, compliance, vendor performance, production timelines, and external obligations.
Independently evaluate operational needs and recommend process improvements or corrective actions to leadership.
Maintain responsibility for sensitive operational documentation and ensure alignment with internal controls, compliance requirements, and site governance.
Oversee procurement workflows by reviewing purchasing needs, validating funding alignment, and escalating issues impacting project schedules or vendor reliability.
Analyze vendor performance data, identify service gaps, and recommend corrective actions or contract adjustments to leadership.
Coordinate with Procurement and Finance to resolve invoice discrepancies, ensure continuity of service, and maintain risk-aware vendor relationships.
Coordinate high-profile meetings and events involving senior leadership, government entities, and community stakeholders; evaluate risks, messaging, and organizational impact.
Ensure proper routing and control of executive documentation through Document Control; oversee compliance with internal policies and regulatory requirements.
Support HSSE with regulatory filings, fee payments, audit scheduling and confidential initiatives involving legal, regulatory, or community impact, applying discretion and judgment consistent with executive expectations.
Review operational reports, production data, and site performance indicators; synthesize findings into executive-ready summaries with recommended action items.
Manage complex cross-departmental scheduling, prioritizing resource constraints and operational readiness.
Lead critical administrative projects involving organizational efficiency, workflow improvements, technology adoption, and communication enhancement.