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  • Job reference: RMS0103893

Administrative Assistant

  • Sector: Commercial
  • Location: Houston
  • Job type: Contract
  • Date posted: 13/12/2011
  • Time left:
    d h m s
    (13/01/12)
This vacancy has now expired.
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The Company:
Major O & G Operator located in the Energy Corridor (I-10 / Dairy Ashford) has a immediate opportunity for an Administrative Assistant.

The Role:
Client is looking for a team assistant. This role will provide administrative support to team of engineering professionals.

Main Responsibilities:

- Maintaining professional / safe office environment.

- Manage and coordinate daily calendar for Director/Team Leaders as requested, anticipate materials needed for meetings and prepare in advance (at discretion of Manager/Team Leader).

- Arranging meetings requests: organize meetings/teleconferences/video conferences (on & off-site), including associated requirements e.g. equipment, and availabilities (room & personnel) and teambuilding. Provide support in preparing agenda/presentations, collating & circulating pre-read.

- First point of contact to internal and external customers, Assistant must be able to represent the Director appropriately, assisting visitors with travel arrangements, accommodation, office requirements etc.

- Travel: Organize team travel & logistics, including liaison with Travel coordinators to ensure requirements for business travel are complete and run smoothly.

- Expenses: preparation of expenses for approval and management of invoices.

- Partner with the other Team Assistants and provide cross functional department support when needed, including providing holiday cover for Team Assistant colleagues.

- Office support (business machines maintenance and scheduling, floor planning, office moves, ordering of supplies and services, master keys, shipping/receiving mail and parcels, filing) – consistent with company policy and procedures.

- Manage new joiners process, including computer and phone set up, inductions for new hires/contractor staff (including IT procurement, issuing of passes, stationary, business cards, local induction, HSSE and DSE assessments, knowledge of site and procedures) – and manage exits.

- Manage filing systems, share-point sites etc as required by the Director/team.

- Build and maintain good relationships with a range of external and internal contacts in the course of handling day-to-day activities.

Essential Skills / Qualifications:
- Proven track record of experience in administrative/ support roles
- Skilful application of all MS Office programmes - Outlook, Word, PowerPoint, Excel and share-point
- Excellent organizational skills, with strong attention to detail and accuracy
- Excellent communication skills, particularly written
- Ability to handle sensitive information and maintain confidentiality
- Strong follow-through and completion of assigned tasks
- Open and communicative style, sensitivity to working with diverse cultures
- Flexibility – can handle a wide variety of responsibilities and take the initiative to manage tasks independently
- Professionalism and courtesy in the face of changing priorities
- Service mentality – keen to help out to free others up
- Ability to deal comfortably with internal and external contacts at all levels
- Ability to assess and anticipate the requirements of the team
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