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  • Job reference: RMS0164291

Executive Assistant

  • Sector: Commercial
  • Location: Perth
  • Job type: Contract
  • Date posted: 22/01/2016
  • Time left:
    d h m s
    (29/01/16)
This vacancy has now expired.
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The Company:
Our Client is an International Company involved in the supply of Energy globally. Their Operations cover Exploration, Production and Downstream and at present they have projects in over 30 Countries worldwide.In Australia they are involved in one of the Country's largest LNG Projects, including both Gas and Condensate which is currently in Construction Stage.

The Role:
An opportunity has arisen for an Executive Assistant to join a leading Oil and Gas Operator for a 12-month contract. The purpose of this role to provide executive secretarial and administration support to the HSEQ Director and General Manager and other required administration.

Responsibilities include but may not be limited to:

•Coordinate with all HSEQ Administration Staff, including regular coordination meeting to identify improvements, sharing of learning's and improvement of support to HSEQ Department
•Answer, monitor and manage calendar, telephone enquiries and appointments
•Reserve and coordinate external appointments and functions for HSEQ
•Reserve internal meeting rooms electronically using the Microsoft Outlook calendar
•Coordinate and attend HSEQ Leadership Team Meetings and Workshops, HSE Management Committees and similar meetings to assist HSEQ Director
•Coordinate and confirm travel requirements – domestic and international for HSEQ Director and General Manager
•Coordination/catering of meetings, after-work functions, seminars as needed
•Receive, respond and file individual invitations for functions and conferences
•Take, draft and distribute minutes of meetings and action registers as requested
•Assist in research, compiling and arranging of information
•Update and maintain business card database and contacts
•Sort, open and distribute incoming mail
•Drafting of correspondence including letters, emails, notifications, and other documents
•File, photocopy and bind documentation as required
•Produce corporate presentations in Microsoft Power Point and other software
•Ensure internal documentation is signed off appropriately by the relevant Senior Manager
•Process and file claims for work related expenses
•Ensure corporate credit card records, payments and reimbursements are managed for the HSEQ Director and General Manager
•Liaise with personnel within HSEQ Department and other Departments.
•Actively promote and foster teamwork and a team culture with colleagues
•Provide proactive assistance to other team members in demanding times/situations

Essential Skills / Qualifications:
•Tertiary Qualifications (desirable)
•Exceptional presentation skills and pleasant ‘greeting’ personality.
•Previous experience in PA working for senior Management and professional staff
•Ability to manage a number of tasks simultaneously
•Strong Microsoft Office skills
•Excellent organisational skills
•Extensive practical experience in establishing office procedures
•Personal drive to meet deadlines and problem solve.
•Attention to detail in managing sensitive matters.
•Previous experience in supervising junior staff.
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