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  • Job reference: RMS0199485

Administrative Assistant V

  • Sector: Oil & Gas
  • Location: Santa Barbara, California
  • Job type: Contract
  • Date posted: 13/09/2018
  • Duration: 2 years
This vacancy has now expired.
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The Role:
Title: Administrative Assistant V
Location: SANTA BARBARA, CA 93105

Job Description:

Administrative Assistant - Admin Assistant V
The successful candidate must demonstrate expert administrative and computer skills, flexibility, independent judgment and decision-making, excellent interpersonal skills and professional demeanor. The position requires a demonstration of strong collaboration, organization and communication skills. This position also requires the ability to work effectively with a diverse workforce and discreetly and routinely handle confidential information. Competencies that will lead to success include teamwork, initiative, attention to detail, prioritization, multi-tasking, and producing high quality, error-free work product. We are looking for a candidate who is self-motivated, learns quickly, anticipates needs, works independently and has demonstrated the ability to handle multiple tasks. Business knowledge of Oil & Gas, Supply & Trading (S&T).

Responsibilities for this position may include but are not limited to:
* Maintain managers' calendars. Responsible for event/meeting planning and coordination. Organize meeting logistics. Coordinate video and conference calls/bridges.
* Organizes meeting logistics for daily, weekly, monthly and annual events. Meeting logistics include: catering, scheduling meeting rooms, arranging WebEx calls, setting up equipment for video conferencing, and emailing meeting notices, agendas and other key information.
* Assist with travel requirements for group, ensuring customer has appropriate documents, as well as ensuring visitor travel needs are met, i.e.: local transportation, and change in flights, etc.
* Provide support for day to day IT issues and/or work with the IT helpdesk.
* Prepare expense reports for Program Director. Work with direct reports to resolve any issues which may arise with expense reports and time sheets.
* Organize office moves, space planning, furnishings, computer equipment, supplies, etc.
* Act as office coordinator ensuring all equipment is functioning (printers, fax, projectors, etc.).
* Order supplies, equipment and services using Purchasing Card.
* Assist with onboarding / offboarding of employees and contractors. Set up and maintain distribution lists.
* Update organizational charts as appropriate.
* Create monthly ergonomic reports from specific ergonomic applications.
* Maintain filing systems (manual and electronic).
* Assist in managing SharePoint by uploading documents.
* Assist group with information management to ensure Chevron's records retention guidelines are met. Enter data into various Chevron databases for reporting protocols, archiving, etc.
* Prepare drafts and presentations from notes.
* All other administrative tasks as requested including work with S&T admin team

Required Qualifications:
* High School Diploma or equivalent
* 10+ years prior administrative experience required, preferably in a complex project organization, Oil/Gas or Enterprise industry experience.
* Previous experience with organizing and coordinating office moves required.
* Computer literate, willing to learn new systems and able to provide support for day to day IT issues and/or work with the IT helpdesk.
* Intermediate/advanced level proficiency in Microsoft Word, Excel, Outlook and PowerPoint required.
* Experience with high volume e-mail correspondence and telephone usage.
* Must have strong written and oral communication skills, attention to detail.
* Previous experience making travel arrangements and facilitating team meetings required.
* Ability to use discretion and judgment in handling of confidential and sensitive business information.
* Ability to maintain a high level of confidentiality.
* Ability to work effectively and cooperatively with a diverse team of co-workers, contractors, and internal and external customers.
* Ability to prioritize work tasks effectively and manage schedules appropriately, perform multiple tasks with limited supervision. Adapt to changing needs when priorities shift.

Preferred Qualifications:
* Proficiency with SharePoint, Ariba, CTREX preferred
* Analytical skills, ability to run reports and manipulate data for decision making.

** Ideal candidate will have the following:
* Great attitude, proactive, self-motivated work ethic!

About Fircroft:
Fircroft has been placing people in specialist technical industries for approaching half a century, 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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