Administrative Assistant

Job DescriptionPurpose 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. 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 QUALIFICATIONS RequiredBachelor’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