Job Title
Administrative Assistant (Hybrid Position)
Who are we?
Founded in 1924, Irving Oil is a family-owned international refining and marketing company with a history of long-term partnerships and relationships. With operations throughout Eastern Canada, New England and Ireland we focus on delivering quality products and exceptional service to our customers and our communities. Every day, we strive to put our good energy in action to bring families together, support the environment and local wildlife, and to create learning opportunities that empower the next generation.
Here's what you can expect from us:
When you're a part of our team, you'll see how we bring good energy to all that we do. At Irving Oil, we strive for a work environment where each of us feels we belong, can bring our whole selves to work, and where we treat our fellow employees with kindness and respect. Together, we will support our corporate strategy, high standards and the communities where we live and work. Our collaborative approach, safety-first culture and commitment to building resilient teams helps reinforce our internal brand position where People Matter. That's why we're dedicated to investing in our employees’ potential, so that they can reach their career goals.
Job Description
What you can expect in a typical day
The Administrative Assistant to our District Manager plays a key role in the overall success of our Concord, NH, Rochester, NH , Amherst, NH, South Portland, ME and Brewer, ME Districts.
What you'll need to succeed:
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Provide support to the District Manager and Senior Manager on a daily basis.
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Coordinate and assist with Workday deadlines for the management team.
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Proactively meet project deadlines and compliance requirements for all regulatory items. **
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Directly support complex projects and ensure SharePoint is updated to reflect progress of projects.
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Running Daily reports
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Customer service
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Researching customer escalations is a high priority item, and one that you should feel comfortable with. You must be able to fluently use ADDS, as this is where 99% of your research will be done. You also must maintain an organized filing system, in the event you are asked to pull paperwork to support your research.
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Using your resources
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Miscellaneous items are handed over to Admins quite frequently. These are items that other people don’t know who to go to, so they come to you. You should feel comfortable using your resources, and focus on building relationships with our vendors, and internal customers (Sales, Admin, Payroll, Marketing, etc.) in order to be successful in being the “go to” person in your office.
Skills needed:
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Ability to multi-task and PRIORITIZE
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Admin support folks MUST have the skill set to shift their focus at the drop of a hat. No two days are ever the same, so it’s important to be able to multi-task as we receive requests from all different business areas and in all different forms (emails, phone calls, etc.). With the multi-tasking, comes the ability to prioritize, and understand when items can wait, and when they cannot.
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Ability to effectively and accurately communicate
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Frequently, we are asked to respond on behalf of your manager. It is important to communicate accurate information, and maintain a professional reputation, but staying effective in the approach. Clear and concise the first time, to allow you to move on to the next task.
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Understanding a high sense of urgency
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More often than not, the items we receive have a deadline attached to them. Frequently, these items are high priority and require immediate attention, and should be treated as such.
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Detail oriented
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We are often asked to research and report back on miscellaneous items. It is EXTREMELY important that we are detail oriented and we are relaying correct information, as our managers depend on this. Under no circumstances should your manager feel that they need to “double check” the information provided to them.
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Confidentiality
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As a support person, you MUST be able to maintain a high sense of confidentiality. We are asked to assist with a lot of “sensitive” or non-public information. Your manager should be able to trust you with these items, and not hesitate to expose you to these items.
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Safety
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A safety champion and leader.
Benefits to Employees:
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Highly Competitive Starting Salary
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MVP- Annual Bonus Program
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401K eligibility after 3 months
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Medical & Dental (80% employer paid)
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Vacation, Sick, and Personal Time
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STD, LTD, Company provided & optional Life Insurances
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Paid Holidays & Floater Holidays
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Overtime available
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Referral Bonuses available
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Employee pricing
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Training
Irving Oil supports a diverse and inclusive work environment and welcomes applications from all qualified applicants.
Job Requirements - Work Experience
Job Requirements - Education
Location
Concord, NH
