Job Description

Position Summary:

The client Leadership Team is seeking candidates for an administrative assistant role. The position will report to the client Project Integration Manager and will to support full client Leadership team, Including, Project Delivery, Subsurface, Drilling and Operations. This role will perform a variety of office and functional support duties including but not limited to meeting scheduling, daily and weekly reporting, onboarding support, maintaining files, records, and documents in electronic or paper form and general administrative duties. As part of the client project team organization, you will support an integrated leadership group that prioritizes excellence, organizational skills, attention to detail and a culture of fun in a very fast-paced working environment. Communication skills, resilience, and an ability to manage multiple tasks/projects concurrently will serve you well in this role.

Your responsibilities may include:

• Manage office supplies, office moves, prepare travel and expense reports, and distribute mail.
• Manage logoed swag inventory, storage, and distribution.
• Organize and maintain electronic files for the client Leadership Team
• Develop library of visuals for the Willow project team to include videos and photos of project progress.
• Prepare and maintain "on-boarding" materials for incoming employees including office procedures, ergonomic evaluation, desk, and office equipment, arranging initial safety training, badging, and other support as appropriate.
• Coordinate and schedule a variety of meetings; manage client calendars as needed.
• Arrange and book travel for client members.
• Complete monthly expense reports for client members
• Coordination, logistics and hospitality for all executive-level meetings, off-sites and team building activities.
• General floor admin duties such as securing calendars, managing facility work order requests.
• Coordinate community service events such as United Way, Day of Caring event, and other company functions for supported groups.
• Assisting with roll out and execution for the client Communication Plan
• Initiating and organizing project social engagements and events
• Prepare internal communications on behalf client members.
• Provide back-up coverage on an as-needed basis for other administrative assistants.
• Other projects and/or ad hoc requests as they arise.

Qualifications

Basic/Required:

• 2+ years of administrative / Communication experience or equivalent support role
• Intermediate proficiency in Word, Excel, Outlook, and PowerPoint
• Strong communication skills – both written and oral

Preferred:

• Basic knowledge of SAP
• Takes ownership of actions and follows through on commitments by holding others accountable and standing up for what is right.
• Builds effective solutions based on available information and makes timely decisions that are safe and ethical.
• Builds positive relationships based on trust and seeks collaboration across organizational boundaries to achieve goals.
• Listens actively and invites new ideas for shared understanding, then influences and acts to drive positive performance and achieve results.
• Drives thoughtful and pragmatic change, encourages innovative thinking and continuous improvement, and models adaptability through resourcefulness, flexibility, and positivity.

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