Administrative Assistant

One of our major oil and gas clients is seeking an Administrative Assistant to work on a 1-year assignment in their facilities in Houston, TX.

Summary:

The role is responsible for delivering executive administrative support to the VP Carbon & Environment and General Managers. Provide independent, pro-active and highly confidential administrative support in a fast-changing and complex environment where priorities must constantly be evaluated with frequent adjustments to the schedule.
The role is challenging in terms of content and time, deals with highly confidential information and necessitates interaction with senior leaders within a highly dynamic and global working environment. Teamwork, accuracy, service orientation and a pro-active and professional attitude qualify as essentials for this job. The ability to work under pressure and coping with last minute changes is also essential.

Responsibilities:

• Read and screen emails, using judgment on priority, track and action for efficient and rapid response.
• Provide long-term view of VP's calendar. Maintain VP's Calendar, schedules meetings requested, determine priorities when conflicts arise, consult with GM's and PTS Environment teams when necessary.
• Works closely and effectively with the VP to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Plan and organize required team meetings, taking care of agenda, logistics and ensuring attendance.
• Deal with highly confidential data on a daily basis.
• Arrange timely, detailed and accurate logistics for forthcoming travels including proactive and timely arrangements in a cost/business efficient manner.
• Organize and process expense reports including all supporting documents and codes as needed.
• Develop and maintain a sound understanding of business activities and objectives to be able to provide required support.
• Need to use judgment to manage the flow of work effectively, coordinate and organize the details of projects, events and luncheons exercising ability to improvise, improve procedures, and meet demanding deadlines.
• Build and maintain a network of contacts in the Business/Function community/globally to ensure an effective and efficient working environment amongst teams.
• Support the Leadership Team logging and tracking progress against actions from team meetings.
• Ability to liaise effectively with leadership teams and stakeholders.
• Time writing

Requirements:

• Substantial experience as an Executive/Personal Assistant.
• Able to multi-task and manage high workload to tight timelines.
• Ability to manage restricted/sensitive information to be treated with a high degree of confidentiality.
• Professional, flexible and pro-active attitude.
• A high level of interpersonal skills and team working, able to communicate effectively with all levels including senior management.
• PC literacy: Experienced in MS office applications and ability to quickly gain competence in other IT software.
• Proficiency in systematically maintaining accurate records pertaining to activities such as meetings, travel, correspondence and events.
• Happy to work singularly.
• Must be comfortable working across organizational boundaries, time zones, and cultures.
• Must be proactive in anticipation of work requirements, perform with minimal supervision, and be innovative and able to prioritize in an ever-changing environment.

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