Job ID : 2948 

Closing Date : 05/07/2024

This position could be located in the following location(s): Pittsburgh Corporate Admin – Pittsburgh, PA; Manufacturing East Region – Sarnia, ON; NOVA Head Office – Calgary, AB; Red Deer Executive Place – Red Deer, AB  

• This position provides the option to work from home on Mondays and Fridays each week, with the requirement to report to the primary NOVA Chemicals work location on Tuesdays through Thursdays. Employees can opt out of the hybrid schedule and will be expected to work Monday-Friday from the primary work location.

Who We Are:

NOVA Chemicals develops and manufactures plastic resins and other petrochemical products that make everyday life safer, healthier and easier. Our employees take pride in our focus on safety and social responsibility by working together to ensure health, safety, security and environmental stewardship through our commitment to sustainability, ESG, and Responsible Care®. NOVA Chemicals, headquartered in Calgary, Alberta, Canada, is wholly-owned by Mubadala Investment Company of the Emirate of Abu Dhabi, United Arab Emirates.

NOVA Chemicals helps shape a world where products vital to our health and happiness are even better tomorrow than they are today. We are seeking talented and passionate people who enjoy working in a collaborative, innovative environment to join our dynamic team. 

We are seeking an Administrative Assistant who will be responsible for all the administrative tasks supporting the Logistics and Integrated Planning Leadership Teams. This position reports directly to the Director of Logistics.

The preferred location for this position is at our U.S. Commercial Center (USCC) in Moon Township, PA.

You Will Use Your Expertise To:

• Proactively manage schedules, calendars and meeting planning—including preparing/coordinating all pre-reads and agendas for meetings, forums, and events
• Create expense reports using Concur for the Logistics Team
• Initiate and lead ad hoc administrative projects to deliver measurable improvements
• Provide administrative coaching and support to help leaders and others apply systems, processes and programs
• Operate and coach others on the efficient operation of office equipment and performs basic troubleshooting
• As required, order, receive and maintain office and applicable operating supplies
• Monitor the effectiveness of existing procurement processes and input ideas for their improvement
• Respond to incoming mail, calls and people, ensuring that sensitive/urgent issues are handled promptly and effectively, and leaders are kept informed at all times
• May participate in the resolution of business sensitive issues impacting stakeholders and/or NOVA Chemicals and communicate the results
• Frequently interacts with high profile visitors/stakeholders as a representative of their office or business
• Make comprehensive and highly detailed logistical arrangements and contingency plans to ensure high profile visits and meetings proceed flawlessly
• Make scheduling decisions based on the highest level of priorities and deadlines and coordinate complex travel/logistical arrangements
• Gather, coordinate and issue information needed by leader(s) and/or meeting participants and may provide meeting facilitation
• Anticipate and alert leader(s) of issues that might arise within a meeting and/or raise relevant issues at meetings for discussion and resolution
• Schedule work activities for area, site or region. (This may include scheduling additional contract resources to meet identified manpower requirements)
• Lead collaboration, continuous improvement and adoption of best practices among Administrative Assistants
• Develop and maintain online and hardcopy records and libraries of information and provide expertise to help others establish such systems
• Track and report on completion of training and other KPIs against functional/business requirements
• Ensure that document and quality control procedural requirements are being effectively applied within a business or function and that deficiencies are addressed
• Manage routine and non-routine issues while demonstrating a high level of professionalism in handling confidential and sensitive information
• Research information from various sources to create and format presentations, reports, communication materials and correspondence, including letters to customers, to meet business needs while providing a high degree of accuracy
• Conducts basic research and analysis to support the work of practitioners. This includes the creation and analysis of commodity briefs, spend analyses, supplier profiles, and market trends
• Assist in coordination of onboarding process for new hires to the Logistics team
• Maintain team Outlook distribution lists using One Identity Manager tool
• Lead event coordination for team/regional events throughout the year
• Provide guidance/input for system improvements or development
• Utilize complex data manipulation in report generation
• Recognize trends and patterns in data and generates reports to illustrate them

What We Are Looking For:

• Minimum Grade 12 education plus 9+ years of combined education and experience
• Expert level computer skills including MS Office skills (ex. Outlook, PowerPoint, Excel, MS Teams, and Word) – to enable the creation and editing of professional documents and reports for both internal and external audiences
• Experience with SharePoint and managing sites and structuring content
• Polished people skills—strong service and support orientation required
• Ability to communicate professionally with internal and external customers--- exhibiting poise, tact, and diplomacy regardless of circumstance
• Professional demeanor with keen understanding of the importance of confidentiality and discretion
• Strong organizational skills with the ability to manage multiple activities and multiple clients at the same time
• Excellent prioritization and effective at decision making skills providing for ability to focus on highest priorities while being comfortable in a fast-paced environment   

You Can Stand Out If:

• You are passionate about your work and put care and thought into all that you do.
• You are responsible and follow through with your commitments to others and to safety.
• You are innovative and are willing to challenge your biases when problem solving. 
• You are collaborative, inclusive, and work well with others towards team goals. 

Additional Information:

• Relocation will NOT be considered for this position
• Compensation will be commensurate with education and experience

Why NOVA Chemicals?

NOVA Chemicals’ flexible benefit programs are designed to meet the diverse needs of our employees, because when it comes to benefits, everyone has different priorities. Our benefits offerings will vary based on your work location, and are an element of the “Total Rewards” package used to reward employees.

Check Us Out Online:

• Follow us on Twitter and Instagram for company news.
• Follow us on LinkedIn and Glassdoor for job updates.
• Read more on our Responsible Care® and sustainability initiatives like Project STOP

All qualified applicants will receive consideration for employment without regard to age race, color, religion, sex, sexual orientation, gender identity, national origin, or disability.

Accommodations for job applicants with disabilities are available on request.