Administrative Assistant, Community Relations

Oxy is an international energy company with assets primarily in the United States, the Middle East and North Africa. We are one of the largest oil and gas producers in the U.S., including a leading producer in the Permian and DJ basins, and offshore Gulf of Mexico. Our midstream and marketing segment provides flow assurance and maximizes the value of our oil and gas. Our chemical subsidiary OxyChem manufactures the building blocks for life-enhancing products. Our Oxy Low Carbon Ventures subsidiary is advancing leading-edge technologies and business solutions that economically grow our business while reducing emissions. We are committed to using our global leadership in carbon management to advance a lower-carbon world. Visit oxy.com for more information.

Occidental strives to attract and retain talented employees by investing in their professional development and providing rewarding opportunities for personal growth. Our goal is to meet the highest employer standards by ensuring the health and safety of our employees, protecting the environment and positively impacting our communities where we do business.

We are looking for an experienced and motivated individual to fill the position of Community Relations Administrative Assistant within the Community Relations & Employee Engagement department. The Community Relations Administrative Assistant is responsible for assisting the Community Relations & Employee Engagement team with the day-to-day operations. This position will work in coordination on other projects as assigned by the Director, Community Relations & Employee Engagement and will be based in Houston, Texas.

Essential Job Duties:

• Responsibilities include performing various tasks in administrative support. These tasks may include, but are not limited to:
  • Provide day-to-day administrative support to the director and broader team, Assist with office supply ordering, document formatting, and task coordination and act as a liaison between the director's office and other departments.
  • Maintain and update department files and records (digital and/or physical). Ensure proper documentation and filing systems are in place and compliant with retention policies.
  • Support administrative functions related to the budget process, track expenditures and assist with reconciliation, help prepare financial documents and reports for entire team.
  • Maintain the calendar for the department director. Ensure meeting logistics are arranged (e.g., rooms, virtual links, materials).
  • Schedule and coordinate team meetings and departmental volunteer events.
  • Answer, screen, and route emails from the team inbox and respond to or escalate inquiries as appropriate.
  • For the management team, arrange travel accommodations including flights, lodging, transportation, and itineraries.
  • Prepare and submit expense reports for the director and/or department
• Coordinate and facilitate the approval process for domestic charitable contribution requests tied to the company's community investments. Support the entire team by submitting requests on their behalf, tracking progress, and ensuring all stakeholders remain informed throughout the process. Responsibilities include collecting and organizing required documentation such as W-9 forms, pledge forms, contracts, sponsorship benefits, and branding/marketing assets. Maintain accurate records and ensure all materials are properly filed for compliance and reporting purposes.
• Prepare check requests and code invoices for the department's sponsorship agreements, events and external vendors through the appropriate approval levels and submit for payment to Accounts Payable.
• Responsible for tracking departmental costs and domestic budget, includes identifying anomalies and re-coding as appropriate, working closely with Accounting and Internal Audit.
• Responsible for the administration of the company's domestic matching gift and volunteer activities, ensuring all requests adhere to established guidelines and criteria; includes verifying eligibility and processing.
• Serve as point of contact for new hires on team, providing supporting throughout the onboarding process and ensuring administrative tasks are properly executed.
• Coordinate and manage volunteer t-shirt and other promotional items.
• Record, track, and maintain all financial transactions for the department and all charitable contribution payments for the company.
• Coordinate weekly team updates for senior management.
• Manage and maintain departmental book (processes, procedures, etc.).
• Coordinate scheduling/arrangements for team meetings and team celebrations.
• Assist with the fulfillment of community partner gala tables, includes coordinating guest invitations, maintaining guest and RSVP lists, and general communication.
• Support the planning and coordination of events, programs, and/or projects to ensure departmental goals are completed on time, and with optimum quality.
• Support the maintenance of the internal Community Relations website.
• Monitor the Community Relations inbox and respond to internal and external inquiries within a timely manner.
• Maintain team calendar and community partner contact and benefits lists.
• Provide general administrative support such as organizing, filing, ordering supplies, mail handling, and maintaining departmental records.
• Other duties as assigned.

Requirements:

• 5+ years of experience with administrative tasks, supporting director-level in a similar working environment.
• 5+ years of experience managing and tracking a departmental budget; budget planning and analysis required; background in accounting is a plus.
• 3+ years or more of relevant community, public relations, or corporate affairs experience is preferred.
• A minimum of 5+ years working effectively in high-pressure situations while managing multiple tasks and handling confidential and sensitive information (such as financial and employee data) with tact, diplomacy and sensitivity.
• Advanced written, organizational, multitasking and oral communication skills; knowledge of AP style preferred.
• Must be highly organized and detail-oriented.
• Ability to manage conflicting priorities and exhibit flexibility when work assignments or priorities change.
• Must be process-driven and have the ability to work in a fast-paced environment with initiative, drive for results, and anticipate needs.
• Must be adept at calendar management and juggling meetings when conflicting priorities arise.
• Strong interpersonal skills; comfortable interacting and collaborating with employees and leaders at all levels of the organization.
• Strong recordkeeping ability.
• Ability to prepare correspondence and documents with a high-level of accuracy and attention to detail.
• Demonstrated expert level of proficiency in Microsoft office products (Outlook, Word, PowerPoint, Excel); PivotTable experience preferred; Power BI experience is a plus.
• Associates degree is a requirement; Bachelor's degree is a plus.
• Oil and gas industry experience is highly preferred.
• Ability to work overtime as needed.

Recruitment Fraud

It has come to our attention various individuals and/or organizations are contacting people falsely pretending to recruit on behalf of Oxy. Please be aware that these recruiting scams and communications do not originate nor are they associated with our recruitment process. All Oxy job postings and offers will require a completed application through our company website.

Oxy does not charge a fee at any stage of the recruiting process. We will never:

*Ask you to pay for applications, interviews, meetings, processing, training or for any other fees

*Use recruiting or placement agencies that charge candidates an advance fee of any kind or

*Request personal information such as passport and bank account details at an early stage of our recruitment process.

We recommend against responding to unsolicited business propositions or offers from people you don't know. Do not disclose your personal or financial details. If you believe you have been the victim of a recruiting scam, please contact your local police department.

All qualified applicants will receive consideration for employment without regard to age, race, creed, color, religion, sex, national origin, ancestry, disability status, veteran status, sexual orientation, gender identity or expression, genetic information, marital status, citizenship status or any other basis as protected by federal, state, or local law.