Administrative Assistant IV

Administrative Assistant

Fairweather is a trusted service provider in Alaska, delivering specialized solutions in remote and Arctic environments. Our mission is to support operations with safety, integrity, and excellence. We offer a dynamic and inclusive work environment, ensuring our employees are equipped with the tools and support needed for success.

Our Alaska Digital Technology and Capital Projects teams are seeking candidates for an administrative assistant role to 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 Digital Technologies and Capital Project organizations, you will support a large group where friendly customer service focus with strong organizational skills will be necessary.

Your responsibilities may include:

• Managing the managers' calendars so that time is used effectively and efficiently - including planning work projects and scheduling appointments with personnel inside and outside ConocoPhillips, including members of the AK Leadership Team, global Business Units, and other internal and external meetings
• Understanding the purpose of trips so that arrangements can be made to optimize their time in meeting with managers, employees, and outside companies
• Understanding corporate travel policy; passport and visa requirements, travel advisories and required immunizations for international travel
• Maintaining regular contact with the managers during travel periods to communicate and initiate appropriate travel changes and advise of other issues requiring attention
• Understanding the manager's plans and objectives, reading and interpreting activities and proactively anticipating opportunities that assist in meeting the plans and objectives across several time zones
• Perform SAP Security Coordinator role including access request submissions, monitoring, troubleshooting, and compliance related activities such as User Access Review semiannually.
• Proactively coordinate all office and administrative support duties including filtering email, as appropriate, answering the telephone, directing calls to others as appropriate, making arrangements for visitors, expense reports, timekeeping, invoice processing and coding, record management and other corporate administrative needs
• Manage floor office supplies, office moves, be a travel coordinator for North Slope travel, prepare travel and expense reports, and distribute mail
• Assist with weekly report documentation and schedule department meetings
• PowerPoint slides and transcription
• 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
• Prepare and distribute documents/presentation materials for meetings as required; including document formatting, data sorting in excel, editing PowerPoint presentations and document formatting.
• Coordinate logistics and hospitality for all external visitors to the floor
• 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
• Provide back-up coverage on an as-needed basis for other Administrative Assistants and SAP Security Coordinators
• Provide feedback and input to the managers when needed
• Other projects and/or ad hoc requests as they arise

Qualifications

Basic/Required:

• Must be legally authorized to work in the United States on a full-time basis for anyone other than current employer
• 5+ years of experience as an administrative assistant
• Intermediate proficiency in Word, Excel, Outlook and PowerPoint

Preferred:

• 3+ years direct administrative support of Digital Technology/IT and/or Capital Projects teams
• 3+ years of experience organizing and prioritizing numerous tasks, multitasking, and working under pressure within tight timelines, with limited direction
• 1+ years of experience handling confidential information with the utmost discretion
• 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

Fairweather is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.