Administrative Assistant

El Segundo, USA
competitive, negotiable
30 Aug 2019
16 Sep 2019
Rafaela Pitanga
Oil and Gas
Contract Type
Full Time

Our client, a downstream company, is seeking an Operations Administrative Assistant to work a 7-months contract within their facilities in El Segundo, CA.

Job responsibilities:

  • Provide general administrative support to Refinery Operating Divisions which could include, scheduling appointments, event/meeting planning coordination, invoice tracking and processing, computer and phone user management, mail distribution, file maintenance, ordering of office supplies and, catering while adhering to guidelines and working within a budget, etc.
  • Work requires frequent visits to locations adjacent to active working plants within the refinery and driving a company vehicle will be necessary to complete some tasks.
  • Manages and maintains an organized filing system for compliance-related documents that are subject to periodic audits.
  • Coordinate recurring meetings. This includes scheduling, preparing agendas and meeting documents, tracking action items, and communicating with meeting attendees.
  • Manage conference rooms. This includes approving reservations, resolving scheduling conflicts, maintaining A/V equipment and general room appearance.
  • Collect, analyze data and generate reports from various sources for departmental meetings; such as OERI, LPS, Dashboard, Maximo, Ariba, etc.
  • Maintain records of office business expenses, track expenditures through the year using CTREX, and organization charts and address distribution lists.
  • Communicate effectively through telephone, fax or written communication lines. Interacts with other departments on behalf of division to resolve maintenance issues and provides support to visitors.
  • Maintain a high degree of confidentiality and displays a high level of professionalism in interactions with others.
  • Requirements

  • High School Diploma or equivalent
  • Valid California driver license
  • Minimum of 5 years relevant administrative experience.
  • Demonstrated proficiency in the Microsoft Office Suite. (Word, PowerPoint, Excel and Outlook)
  • Outlook- scheduling meetings, calendar invites.
  • MS Word- create document, format fonts, creating simple table, print to PDF
  • Excel- Insert columns/rows, format font, print to PDF, create simple table, add gridlines
  • PowerPoint- create slides using Presentation mode (flip between presentation and edit)