Administrative Assistant III

Job Description Purpose

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

- 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.

Functions RESPONSIBILITIES 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.

- Re solve 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.

Qualifications

- 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