Airswift

Administrative Assistant

Recruiter
Airswift
Location
El Segundo, USA
Salary
competitive, negotiable
Posted
30 Aug 2019
Closes
16 Sep 2019
Ref
BBBH1103427
Contact
Rafaela Pitanga
Sector
Oil and Gas
Category
Administrative
Contract Type
Contract
Hours
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)