Administrative Assistant III

Purpose  

The Administrative Assistant assists and supports the General Manager and other management in the course of day-to-day business activities.

Location

• Role provides the opportunity to work in a hybrid environment, working both virtually and in office.  Expect a minimum of 3 days per week on-site.

Qualifications

REQUIRED

Bachelor’s degree or equivalent education and experience

• Minimum 5 years’ experience providing administrative support at the Senior Leadership level

• Minimum 2 years’ experience planning large events such as conferences and training

• Proficiency in Microsoft Office (Word, Excel, and advanced PowerPoint skills)

• Proficiency in virtual platforms (TEAMS, Zoom, Google Meets) 

• Experience with standard email and internet systems

• Must be able to maintain confidentiality with sensitive information

• Excellent oral and written communication skills

• Excellent telephone skills with a thorough knowledge of telephone etiquette

DESIRED 

• Experience in Oil & Gas industry

• Knowledge of PeopleSoft or similar business system

• Visio experience

• Accounting and financial experience 

• Marketing experience

Knowledge, Skills, Abilities, and Other Characteristics

• Ability to work independently and prioritize workload

• Ability to effectively manage time and establish project priorities

• Build relationships with people whose assistance, cooperation, and support may be needed.

• Provide/develop appropriate documentation to track progress of a project

• Anticipate and prepare for upcoming events ensuring adequate resources are available

• Ability to work in a fast-paced environment

• Ability to be engaging and welcoming to visitors with a professional demeanor

Functions

ESSENTIAL

• Effectively manage time demands on and for the General Manager by regulating access, driving scheduling needs, and managing calendars

• Effectively organize information – classification/categorization, speed and ease of retrieval and access, compliance with Enterprise retention policy, and content screening and timely flow to management.

• Provide administrative support including but not limited to travel arrangements, expense reports, coordinate and arrange meetings and conference calls, prepare agendas, and reserve and prepare facilities

• Work as member of the General Manager’s team to ensure goals and initiatives are accomplished on schedule, including monitoring deliverables and reminding responsible parties as needed.

• Provide written communications support, including preparing outgoing correspondence

• Interact and communicate with customers and Senior Leadership

• Receive and screen phone calls and visitors

• Greet scheduled visitors and direct to appropriate area or person

• Prepare analytical and statistical reports and presentations by analyzing data and optimizing the usage of Excel, PowerPoint, and Microsoft Word.

• Resolve routine daily matters or issues within company guidelines, identify and discuss alternatives, seek guidance where necessary

• Lead committees, create plans, and track progress on special projects

• Provide support to other members of the Team as needed. 

• Order and maintain supplies, and arrange for equipment maintenance for a specific area

ADDITIONAL

• Other duties as assigned.