Chevron is accepting online applications for the position of Senior Administrative Assistant located in Kowloon, Hong Kong through 14 May 2024 at 11:59 p.m. (Hong Kong Time).

Responsibilities for this position may include but are not limited to:

Office Support – Administrative

• Leads, coordinates and manages to ensure a safe and friendly work office location and environment, by stewarding the on-site contractor while working closely with regional real estate management team and representatives or employees in various Business Units
• Guides and coordinates office administrative efforts to ensure full compliance with the requirements of the corporation compliance program including safe-work practice, internal controls, etc. 
• Work closely and smoothly with various internal stakeholders, including but not limited to employees in all Business Units, overseas visiting colleagues, CRE team, OEHES specialist, regional counterparts, IT team, global security, asset optimization team, etc. to achieve the desired tasks.
• Direct external vendors on providing high standards of service and support to all office employees, via the stewardship of on-site and other off-site contractors (such as movers), meeting both company internal requirements and local governments laws and regulations.
• Directs and manages all facility management, utilities services and activities necessary for plant operations.  Sit regular as a major stakeholder in the quarterly engagement meeting with regional real estate management and on-site contractor to review and highlight any office issues with provision of inputs and development of execution plan as applicable.
• Works on additional office service needs per business plan.  Review current service level and help controlling office administrative expenses.
• Stewards the on-site contractor on managing the OnGuard system for both visitor/staff access control and ensure system and equipment are operated effectively.
• Manages the logistics service for visitors, including issuing invitation letter, arranging transportation and accommodation, etc.
• Coordinates with regional real estate management and office services groups in other Chevron offices in providing standardized facilities management services.  Standardization and sharing of best practice internally among different Business Units to ensure a consistent approach on matters that are common under one office roof.

Location Chair and HK Products Manager Support – Secretarial

• Supports the Hong Kong Products Manager as direct supervisor on all his business, including relevant company administration and clerical activities, as well as his role as the Hong Kong location coordination chairman and company or companies' director(s).
• Supports the HK Products Manager on all regular or ad-hoc office meeting logistics including but not limited to attendee registration, room reservation, presentation slides preparation, set-up and food & beverage arrangement, from Townhalls, monthly location coordination, business levels, Safety Stewardship, Success sharing, to other ad-hoc visitor engagement in office.
• Assists with meeting preparation and other required documents through liaising with others in the collection, consolidation and dissemination of meeting materials.
• Responsible for planning and organizing various meetings, banquets and events related to employee benefits.  Supports the hosting and coordination of all external customer event activities logistics under Chevron Hong Kong, including liaison with hotels, travel agencies, bus companies, F&B arrangement etc.
• Assists the HK Products Manager and Corporate Affairs on all forms of business-related communications or messaging with employees.
• Manages the Outlook calendar of the HK Products Manager including scheduling of and coordinating of logistics for meetings, activities and any required onsite or offsite functions.
• Plans and coordinates travel logistics and prepares detailed itineraries including background information and forward planning of visa applications as necessary.
• Compiles and prepares expense reports for submission using Travel and Expense Account (TEA), whilst ensuring compliance with Chevron’s Travel and Expense Policy.

Sales Team Business and Event Support

• Support the Hong Kong Products team (including Sales & Sales Support, Marketing, Retail Automation, Asset Optimization, Learning & Development, Projects etc.) on all customer / partner related programs and activities as appropriate across the sales channels.
• Manages all facility services including, but not limited to stationery and utensil supply, meeting rooms booking, etc. and provide other administrative supports to the efficient operation of Retail, C&I and Lube channels under HK Products.
• Supports the hosting and coordination of all external customer event activities by each sales channel, such as Retail Commission Agent Conference, C&I Business Partners Dinner, Lubes Technical Seminars, including liaison with hotels, travel agencies, bus companies, F&B arrangement etc., by working closely with the channel representative on the corresponding event or activity plan.
• Manages the department’s electronic calendar whilst planning and organizing required team meetings, including agenda management, logistics and overall attendance.
• Coordinates with Procurement team in vendor sourcing, scope of work definition, performance expectations and involve in contracting processes for all administrative and utilities services/materials under each of the sales channel.

Other Internal Stakeholder Support

• Engage, build relationship and work closely with other business functions (VCO, Legal, IT, Procurement, HR and Terminal) on all administration-related matters to ensure a transparent and consistent ONE team / ONE Chevron approach.
• Identify, manage and coordinate with external partners, including suppliers and vendors, to achieve desired operational performance or results.

Required Qualifications

• Degree or advanced diploma in business, company secretary or relevant subjects.
• At least 3 years of work-related experience in multinational/ global companies
• Strong written and oral communication skills in English and Cantonese.  Mandarin is an added advantage, coupled with effective interfacing skills.
• Proficient in Microsoft Office software: Outlook, Word, PowerPoint, Excel, etc.  Chinese typing and SAP/Power BI user experience are added advantages.
• Self-initiated and able to work independently with minimum supervision.
• Systematic, neat and tidy with good organization skills.
• Enthusiastic, positive and helpful.
• Collaborative, engaging and inclusive as a team player.
• Attention to details, careful and patient.  Good listener and a reliable executor.
• Ability to learn fast and rationalize and take actions as needed.
• Ability to and prioritize with good exercise of common sense.
• Ability to multitask and execute/complete tasks in a timely and efficient manner.

Relocation Options:

Relocation will not be considered within Chevron parameters.

International Considerations:

Selected candidate will work in Hong Kong under the local payroll system and benefits.

Chevron regrets that it is unable to sponsor employment Visas or consider individuals on time-limited Visa status for this position.