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  • Job reference: RMS0218208

Executive Administrative Assistant

  • Sector: Oil & Gas
  • Location: Houston, Texas
  • Job type: Contract
  • Date posted: 18/10/2019
  • Duration: 12 months
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The Role:
Primary Responsibilities

Performs administrative duties for VP-HR&O. Responsibilities may include screening calls, making travel and meeting arrangements, preparing reports as requested, and customer relations. Requires strong computer and internet research skills. Also calls for flexibility, excellent interpersonal skills, project coordination experience, and the ability to work with all levels of internal management and staff. High level of confidentiality is required.

Skill Profile

 Preferred: BS in Business Administration or equivalent industry experience. Minimum Requirements: High School diploma, five years secretarial/administrative support experience and at least two years of executive secretary experience.
 Use office equipment such as computer, calculator, copy and fax machine
 Excellent attention to detail
 Strong verbal, written and interpersonal skills
 Knowledge of Oil and Gas terminology
 Working knowledge of Microsoft Suites, excellent spelling & grammar skills.
Bilingual in English and Italian is a PLUS!

Communication Areas

Ability to interface well with all departments of the company and to represent the VP-HR&O in a highly professional manner. To maintain the highest level of confidentiality, multi-task orientated.


Detailed Responsibilities

* Relieve management of administrative detail, all projects
* Coordinate work flow
* Update and chase delegated tasks to ensure progress to deadlines
* Take initiative in VP-HR&O's absence
* Keep delegated projects on schedule
* Maintain procedures manual to ensure consistent performance of routines
* Management and scheduling of executive conference rooms

Communication
* Compose correspondence/reports for own or manager's signature
* Arrange essential mail in priority action order for VP_HR&O
* Check deadlines on incoming requests and follow up on distributed documents
* Research, draft or abstract reports as requested

Phone
* Arrange "callbacks" to protect VP-HR&O's time
* Provide back-up materials for callbacks
* Route calls elsewhere as needed

Appointments/Meetings
* Maintain calendar; ascertain which events require VP-HR&O's presence
* Make all necessary arrangements for meetings for the VP_HR&O.
* Fix commitments to maximize VP-HR&O's time efficiency; Allow decision/desk time
* When VP-HR&O chairs meetings - prepare agenda in advance, arrange meeting facilities, follow up for confirmation of attendance.

Confidentiality
* Perform to earn VP-HR&O's full confidence
* Assure discreet handling of all business

Visitors
* Screen to control interruptions
* Provide back-up data as needed
* Arrange amenities as needed

Travel
* Arrange travel for VP-HR&O through internal or outside agents
* Prepare itinerary, trip file and supplies
* Prepare expense report tools for VP-HR&O
* Complete expense reports after trip

Corporate Events
* Organize and plan the events, arranging details as outlined by the VP-HR&O.
* Propose budget for approval of the VP-HR&O and maintain approved budget for the event.

Health, Safety & Environmental Risk Category: Low

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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