Administrative Assistant

Your Job

We are looking for a detail-oriented Administrative Assistant to provide administrative and project-support services for the Projects organization at the Flint Hills Resources Pine Bend refinery in Rosemount, MN.

This role is ideal for someone who enjoys solving problems, anticipating needs, improving processes, and creating an excellent experience for all.

Our Team

You'll join the Project Capability and Project Management teams at the Pine Bend Refinery - a group that values partnership, reliability, and strong follow through.

This team supports a wide range of capital and turnaround projects and collaborates daily with project managers, project engineers, capability leaders, contractors, and cross functional refinery partners.

Our team environment is hands on, highly collaborative, and fast moving.

We rely on transparent communication, strong systems stewardship, and proactive coordination.

You will be a critical partner in keeping project workflows running smoothly, ensuring information is accurate and accessible, and helping provide a positive experience for employees, contractors, and visitors.

What You Will Do



* Provide administrative support for capital and project teams, including document management, reporting, and project closeout activities.


* Coordinate meetings, events, catering, room reservations, calendars, and visitor logistics.


* Manage office operations, including supplies, equipment inventory, facilities requests, mail, shipping, and common area upkeep.


* Serve as an administrator for project systems and tools (ACC, EcoSys, Leankit, SharePoint, Power BI, EAM, Coupa).


* Maintain project documentation, transmittals, templates, asset lists, and SharePoint sites.


* Support project development and tracking through data updates, dashboards, and project intake setup.


* Assist project managers with procurement requests, work orders, IT tickets, and project setup or closure.


* Support onboarding and offboarding by coordinating workspace, equipment, access, and system permissions.


* Manage project and department calendars, recurring meetings, recordings, and meeting preparedness.


* Document processes, prepare meeting notes, create signage/communications, and support continuous improvement initiatives.


* Coordinate employee and project-related travel and expense reporting

Who You Are (Basic Qualifications)



* Experience delivering administrative, coordination, or support services in a fast-paced environment.


* Proficiency with Microsoft Office tools, including Outlook, Excel, Teams, and SharePoint.


* Ability to learn and navigate new technical systems such as ACC, EcoSys, Coupa, EAM, Leankit, and Power BI.

What Will Put You Ahead



* Experience supporting engineering, project management, or industrial operations teams.


* Prior experience in the refining, energy, construction, or industrial sectors


* Experience with ACC, EcoSys, Leankit,...