HSE Administrative Assistant

Administrative Support Role

Are you an organized administrative professional who enjoys keeping a busy team on track? This opportunity combines administrative support, invoice coordination, event planning, communications, and process improvement.

What You'll Do

• Support department leadership and team members.
• Coordinate meetings, events, visitors, and logistics.
• Prepare presentations, reports, documents, and communications.
• Process and code high-volume invoices accurately.
• Research and resolve invoice discrepancies.
• Coordinate with vendors and internal teams.
• Manage competing priorities and deadlines.
• Identify ways to improve administrative workflows.

What You Bring

• 2+ years of administrative experience.
• Strong organization and attention to detail.
• Excellent communication and customer service skills.
• Advanced Microsoft Office proficiency.
• Ability to handle confidential information.
• Experience with Oracle, SAP, or similar systems is a plus.
• Event or project coordination experience is preferred.

Why This Opportunity?

This is a highly visible administrative role supporting a multifaceted team. Your ability to stay organized, solve problems, coordinate details, and improve processes will directly contribute to departmental efficiency and success.

High school diploma or equivalent required. 2+ years administrative, project coordination, or office management experience. Invoice or financial administration experience preferred. Enterprise financial system experience preferred. Oracle, SAP, or similar system experience preferred. Event planning experience preferred. Project coordination experience preferred.

• Support HSE leadership and department teams.
• Coordinate meetings, visitors, catering, and events.
• Manage administrative requests and inquiries.
• Prepare documents, presentations, reports, and meeting materials.
• Coordinate vendors, logistics, registrations, and event communications.
• Process and accurately code high-volume invoices.
• Research and resolve invoice discrepancies.
• Collaborate with vendors and internal stakeholders.
• Maintain administrative systems and workflows.
• Identify opportunities to improve processes and efficiency.

• Administrative and office support
• Invoice processing and coding
• Microsoft Office: Outlook, Excel, PowerPoint, Teams
• Meeting and event coordination
• Project coordination
• Vendor coordination
• Professional written and verbal communication
• Customer service
• Process improvement
• Problem solving
• Organization and prioritization
• Attention to detail
• Confidential information management
• Cross-functional collaboration

• Strong organizational and communication skills.
• Ability to manage multiple priorities.
• Ability to work in a fast-paced environment.
• Strong attention to detail.
• Ability to maintain confidentiality.
• Advanced Microsoft Office proficiency.
• Professional customer service skills.
• Ability to collaborate across departments.