Senior Administrative Assistant Job

Are you a detail-oriented individual who thrives in a fast-paced manufacturing environment? If so, look no further!

Arkema Inc. is actively recruiting for a Senior Administrative Assistant who directly reports to Plant Manager with dotted line reporting to the Senior Human Resources Business Partner.

The Senior Administrative Assistant plays a primary role in the efficient functioning of office activities, coordinating logistics, engaging with the community, and supporting essential HR processes such as onboarding, attendance tracking, and compliance.

Essential Duties & Responsibilities:

Office Administration:

• Plans/coordinates plant wide events such as annual celebrations, lunches, quarterly birthdays, meeting rooms, awards & recognitions and other special events.
• Promotes plant wide unity through organizing functions/activities/give-a-ways for plant personnel.

• Coordinates visitor and customer meetings and events by organizing meals, meeting rooms, etc.
• Manages office space assignments and maintains office equipment and supplies. This includes the purchase & set-up of computer & office requirements as well as assisting iTeam with new computers.

• Serves as Purchasing Card Site Administrator, ensuring the timely completion and approval of all expense reports and compliance with the P-card policies.
• Manages all office/administrative and community engagement (i.e. Chamber of Commerce, TCC, EHCMA, etc) requisitioning and invoice processing.

• Serves as Houston SharePoint focal point/administrator. This includes the active involvement of the document review process within the document management system.
• Maintains the Houston plant documentation and records retention system according to the Arkema Corporate policy. This includes a tracking system in offsite storage and destruction of old/obsolete records.

• Assists with Plant communications and maintains Plant bulletin boards

• Collects and reports monthly data for the Houston KPI Scorecard, Storyboard and Thio Manufacturing Report.
• Tracks spending in all areas of responsibility and ensures budget compliance.

• Provides support to plant leadership team in daily routine activities as needed.
• Performs other duties as assigned to meet the plant’s needs.

Human Resources:

• Maintains vacation schedule for all salaried employees.
• Maintains the following reports: workforce hours, headcount, HRMS, sickness/accident attendance, absences, and leaves.
• Maintains plant organizational charts and job descriptions available on SharePoint
• Serves as payroll backup. Act as liaison for hourly and salaried payroll issues. 
• Acts as liaison for Education Assistance Program.
• Serves as point of contact for daily employee relations, particularly in absence of HR Business Partner.
• Participates in HR audit related activities as requested.
• Processes human resources and administration monthly invoices in SAP (write requisitions, gain approvals and receive).

• Supports recruitment process through My Career - position management, job req update, scheduling interviews, site visit etc.

• Maintains/administers people information in SAP.

• Supports onboarding efforts by coordinating pre-employment screening, creating onboarding schedule, Day 1 orientation, etc.
• Supports exit process when requested or when Sr. HRBP is unavailable.

• Working with the HRBP, manages leave of absence and FMLA cases; providing employee notification and assisting with the return to work process.
• Maintains employee records.

Community: 

• Manages/develops relationships with the local community (Chamber of Commerce, Rotary Club, school districts, etc.) and industry associations (ECHMA, TCC, North Channel LEPC, etc.).
• Provides continued community support through routine activities, with emphasis on the local school districts. 
• Organizes and manages the annual Science Teacher Program.
• Works with Arkema corporate Public Relations to report out on community and plant wide activities.

Required Education/Qualifications/Work experience 

• Associate’s or Bachelor’s degree in business administration, Human Resources, or related field.
• Five or more years of strong experience as executive assistant or administrator, prior chemical plant knowledge helpful. 
• Proficient computer skills, including Microsoft Office, SAP and time keeping software (Kronos). 
• Proven track record with handling confidential/sensitive information. 
• Ability to perform a variety of duties, often changing from one task to another of a different nature without loss of efficiency or composure. 
• Requires flexibility, excellent interpersonal skills, project coordination experience and the ability to work well with all levels of internal management and staff, as well as outside customers.
• Strong time management and organizational skills required. 
• Ability to work independently with minimal direction.