Overview
Administrative Support Specialist Jobs in Great Falls, USA at Calumet
Who are we?
At Calumet we deliver innovative specialty products trusted by companies across the globe. We are the foundation to everyday essential products that help millions of people live and thrive. We are headquartered in Indianapolis and have numerous production locations in the US. We are customer focused and utilize our values of collaboration and entrepreneurship to grow the business. We offer a dynamic, high-performance environment where team members can have real input and impact on our business.
If you’re ready to roll up your sleeves, treat the business as if it is your own and add value accordingly, come see why we’re Calumet Proud!
Position Summary:
The Administrative Support Specialist provides highlevel 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 fastpaced, safety sensitive environment. Includes purchase order and pcard authority within assigned limits.
Executive & Administrative Support:
- 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.
Refinery & Compliance Coordination:
- 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).
Data, Reporting & Financial Support:
- 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 pcard expenditures.
- Maintain org charts, distribution lists, administrative databases, and training data.
Project, Event & Emergency Support:
- 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.
Minimum Qualifications:
- 3+ years administrative/coordination experience.
- Strong communication, confidentiality, and organizational skills.
Preferred Qualifications:
- 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.
Core Competencies:
- Discretion & Professionalism
Working Conditions & Safety:
- Onsite role within operating refinery environment.
- Compliance with PPE/safety requirements.
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.
Title: Administrative Support Specialist
Company: Calumet
Location: Great Falls, USA
Category:
