Administrative Assistant

New York, New York
03 Oct 2016
22 Dec 2016
Oil and Gas
Contract Type
Full Time
Job Overview:

The Project Management Construction Management Group of CB&I is seeking an Administrative Assistant to join an existing project team that is managing a major Superstorm Sandy homeowner recovery program in New York City for a governmental agency client. The Administrative Assistant will provide entry level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The ideal candidate would be able to work under tight deadlines on multiple assignments, as well as be able to collaborate and work efficiently with other team members. We interface with our Client on a daily basis since we work directly at their office; therefore we need someone who is professional, courteous, and able to work within a dynamic office atmosphere. The Administrative Assistant's roles and responsibilities would continue to expand based on the project and Client's needs.

Key Responsibilities/Accountabilities:
  • The Administrative Assistant position will be responsible for various administrative duties supporting multiple projects at the Client's site where we work directly. Those tasks include: all clerical needs, expense report submittals, invoice preparation and support
  • Attend meetings in order to record minutes. Compile, transcribe, and distribute minutes of meetings
  • Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors
  • Coordinate and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid executives
  • File and retrieve corporate documents, records, and reports
  • Greet visitors and determine whether they should be given access to specific individuals.
  • Interpret administrative and operating policies and procedures for employees
  • Make travel arrangements for others and prepare expense reports
  • Manage and maintain management or office schedules
  • Meet with individuals, special interest groups and others on behalf of executives, committees and boards of directors
  • Open, sort, and distribute incoming correspondence, including faxes and email
  • Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work
  • Prepare agendas and make arrangements for committee, board, and other meetings
  • Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software
  • Prepare responses to correspondence containing routine inquiries
  • Read incoming memos, submissions, and reports in order to determine their significance and plan their distribution
  • Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures
  • Set up and oversee administrative policies and procedures for offices and/or organizations
  • Works with moderate supervision/ guidance; accountable for individual results and impact on team
  • Develops knowledge and skills in basic practices and procedures within own area
  • Applies basic technical skills and knowledge to complete assigned work. Responds to standard requests from internal or external customers
  • Solves routine problems by following defined procedures
  • Manages own time to meet deadlines set by others
  • Works with others as part of a team
Basic Qualifications:
  • 0-5 years of relevant Administrative experience
  • High School Diploma required
  • Proficiency in Microsoft Office Suite. Attention to detail. Proofreading and editing. Written, verbal, and interpersonal skills
Desired/Preferred Qualifications:
  • Under Section 3 of the HUD Act of 1968, additional preference will be given to Section 3 residents in the New York area who meet the requirements of this position
  • Previous experience in an engineering environment is preferable
  • Strong skills in the Microsoft Program Suite are preferred, especially Excel. Visio would be highly preferred
Company Overview:

CB&I (NYSE: CBI) is a leading provider of technology and infrastructure for the energy industry. With over 125 years of experience and the expertise of more than 40,000 employees, CB&I provides reliable solutions to our customers around the world while maintaining a relentless focus on safety and an uncompromising standard of quality.

Our complete, balanced and integrated business model is unmatched in the industry. CB&I can provide any or all of the major services and products our customers require, resulting in streamlined project delivery and better cost and schedule certainty. Our integrated model gives CB&I the industry's most complete supply chain solution, enabling us to serve the largest projects in the world.