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  • Job reference: RMS0227424

Administrative Assistant

  • Sector: Oil & Gas
  • Location: Houston, Texas
  • Job type: Contract
  • Date posted: 18/09/2020
  • Duration: 6 months
This vacancy has now been filled.

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The Role:
6 month contract
Houston, TX

Summary:
The Environmental and Safety Law Group is staffed by attorneys, agents, legal analysts and legal assistants who are experts in their respective disciplines. Our goal is to provide cost effective legal services aligned with our client's business needs.

This position requires a high energy individual who is self-motivated, proactive, works independently as well as in teams, is flexible in adapting to assignment changes, and has the demonstrated ability to multi-task and use independent judgment within the scope of his/her responsibility. The individual should be able to discreetly and routinely handle confidential information and establish positive and professional working relationships with and communications among team members, clients and other staff members. Must be proficient in MS office applications, and capable of typing, formatting and revising complex documents with good grammar, spelling, and punctuation and exercises diligence and particular attention to detail in all aspects of the role. Must be proficient in arranging travel, both domestic and international, and reconcile all travel expense reports. Must be capable and willing to assist with special projects, as required. This is an excellent opportunity for an individual with strong administrative, planning, computer and organizational skills, willing to go the extra mile to meet or exceed customer expectations.

Responsibilities for this position include, but are not limited to:

* Provides primary legal and administrative support to attorneys, legal analysts as needed, maintaining a high level of confidentiality surrounding sensitive information and data.
* Provides backup legal and administrative support to additional members of the Environmental and Safety Law Group, as needed in times of heavy demands and/or absence of other team members.
* Assist in managing multiple calendars in Outlook, coordinating meeting logistics, preparing pre-read, creating presentations, editing documents, revising contracts, updating matters in the matter management system, setting up new vendors, processing invoices, preparing correspondence, etc.
* Perform general clerical duties including setting up and maintaining electronic files.
* Reviews work product to ensure it is of high quality and meets department standards.
* Organizes and coordinates meeting logistics for daily, weekly, monthly and annual events. Meeting logistics include: catering, scheduling meeting rooms, arranging WebEx or TEAMs conference calls, connecting video conferences, facilitating meetings, and e-mailing meeting notices, agendas and other key information.
* Manages overall calendar for the organization of key activities and events.
* Makes travel arrangements for both domestic and international travel. Assists with any travel related visa/immigration document preparation. Effectively communicates with domestic and international locations to coordinate requirements for travel logistics and meetings.
* Prepares travel expense reports which include inputting, tracking and reconciling.
* Manages purchasing card charges and reconciles monthly statements.
* Effectively works with other internal support groups (IT, CBRES, etc.) to provide superior support to attorneys and the Law Function.
* Serves as a back up to other administrative support personnel in the Law Function, if needed.

Required Qualifications:
* High School Diploma or equivalent.
* 5-7 years administrative experience.
* Intermediate to advanced MS Office (Adobe (PDF), PowerPoint, Word, Excel, Outlook, TEAMS, OneNote, etc.)
* Ability to set priorities, be flexible in adapting to assignment changes and remain calm under pressure, with the ability to handle multiple tasks simultaneously.
* Strong collaboration and people skills with the ability to work with a diverse workforce.
* Ability to problem solve and use good judgment in handling job responsibilities and assignments.
* Takes initiative and is a team player.
* Self-motivated, learns quickly, anticipates the needs of management and has the ability to discreetly handle confidential information.
* Must be able to communicate in a clear, concise and effective manner, orally, and in writing; listens and takes directions quickly.
* Maintains tactful and professional demeanor in all situations with all levels at outside organizations.
* Maintains tactful and professional demeanor in all situations with all levels at outside organizations.

Preferred Qualifications:
* Bachelor's degree
* Legal administrative experience
* Notary Public
* General knowledge of the oil and gas industry

About Fircroft:
Fircroft has been placing people in specialist technical industries for over 50 years, focusing on mid to senior level engineers for contract and permanent roles worldwide. By applying for this job you give consent for Fircroft to contact you, via email & telephone, to discuss your application along with future positions and Fircroft's services.

Fircroft is registered as a Data Controller with the Information Commissioner as required under the General Data Protection Regulation 2016/679. Fircroft will only process your personal data for the specific purposes of managing your application.

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