Administrative Assistant II
Airswift
One of our major oil and gas clients is seeking an Administrative Assistant to work on a 6 - month assignment in their facilities in Houston , TX . Responsibilities:
- Provide proactive administrative support to one or more leaders with a high degree of independence, initiative, discretion, accuracy, and attention to detail.
- Manage leader calendar(s) and inbox, anticipate needs, prioritize requests, and resolve scheduling conflicts across multiple stakeholders and time zones.
- Schedule, coordinate, and support meetings (in-person and virtual), including agendas/materials, logistics, room/technology setup, and follow-up actions.
- Manage organizational distribution lists, communications, sharepoints, seating charts and other team management tasks.
- Coordinate complex travel logistics (domestic/international), including itineraries, visas/passports as needed, and related communications.
- Track, gather, and reconcile travel and business expenses; prepare and submit timely, accurate expense reports in accordance with company policy.
- Prepare, format, and proofread correspondence, reports, presentations, and other documents using Microsoft Office tools and enterprise systems (e.g., iPASS, CTREX, SharePoint as applicable).
- Handle highly sensitive and/or confidential information; maintain strict confidentiality and appropriate records management.
- Represent the leaders office professionally to internal partners and external organizations; route inquiries and connect stakeholders to the right resources.
- Support small projects and special requests, including basic data gathering and simple analysis; track actions to closure.
- Identify opportunities to improve administrative processes; apply best practices and support the broader administrative network. Uses digital productivity tools to improve efficiency.
- Experience supporting multiple leaders or complex organizations.
- Familiarity with Workday, CTREX, or similar enterprise systems.
- Experience coordinating travel and expense reporting in a corporate environment.
- Strong customer service mindset and collaborative working style.
Vacancy posted 3 days ago
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