Administrative Support Specialist

Calumet • Great Falls, MT

22h • Onsite

About The Position

The Administrative Support Specialist provides high‑level administrative, organizational, and operational support to the General Manager (GM), Senior Vice President (SVP), and refinery leadership team. This role ensures smooth operation of the GM’s office, manages sensitive information, supports compliance and regulatory activities, and coordinates cross‑functional communication in a fast‑paced, safety‑sensitive environment. Includes purchase order and p‑card authority within assigned limits.

Requirements

• High school diploma or GED.
• 3+ years administrative/coordination experience.
• Advanced Microsoft 365 proficiency.
• Strong communication, confidentiality, and organizational skills.

Nice To Haves

• Associate’s or Bachelor’s degree.
• 5+ years industrial/manufacturing administrative experience.
• Experience with ERP and EHS/compliance systems.
• Knowledge of DOE, OSHA, EPA, PSM, DOT/PHMSA.
• Event or project coordination experience.

Responsibilities

• Manage complex calendars, priorities, meetings, travel, and expense reporting for GM/SVP.
• Prepare executive‑level presentations, reports, correspondence, and communication materials.
• Coordinate meeting logistics, agendas, minutes, action items, and training schedules.
• Perform general administrative duties: document preparation, copying/scanning, mail handling, supply management and other duties as assigned.
• Serve as liaison between GM’s office, refinery departments, corporate teams, regulators, and vendors.
• Maintain compliance schedules; assist with audits (DOE, OSHA, EPA, PSM, DOT/PHMSA, DEQ).
• Support site access, badging, contractor onboarding, training records, and safety documentation.
• Maintain and publish refinery calendars (turnarounds, outages, regulatory milestones).
• Compile and distribute operational and leadership reports (KPI, safety, maintenance, reliability, cost).
• Track project deliverables, performance metrics, and action items.
• Create POs, process invoices, and manage p‑card expenditures.
• Maintain org charts, distribution lists, administrative databases, and training data.
• Support cross‑functional projects, turnarounds, events, and improvement efforts.
• Coordinate GM project timelines and communications.
• Assist with town halls, safety stand‑downs, leadership forums, and engagement events.
• Provide administrative support during emergency response and drills.

Benefits

• Salary and benefits commensurate with experience.
• We are an equal opportunity employer including disability and veteran.
• All offers of employment are conditioned upon successfully passing a drug test.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED