Virtual EA

Administrative Assistant

The IT department at Oceaneering is an international team who supports all of the Oceaneering business segments and whose Chief Information Technology Leader (CITO) is based in Houston. The IT leadership team (ITLT) is comprised of the CITO and her six direct reports. The extended IT team is a team of more than 300 people who reside in various global locations.

The Administrative Assistant role has been created to provide administrative, operational, coordination, and communications support primarily to the CITO and her IT leadership team and to the broader IT organization to help ensure effective execution of business priorities.

Responsibilities

This is a permanent position. The role will be hybrid, with the expectation that for now, the person must come to the office on Tuesdays and Wednesdays. In the future, this role may be required to work from the office all five days of the week.

Duties and Responsibilities

Executive Scheduling Support: Work directly with the CITO to proactively manage her calendar, priorities, and scheduling requirements to maximize leadership effectiveness and align with strategic objectives.

Administrative: Assist the team with meetings, workshops, strategic planning sessions, and other leadership group meetings and offsites. This includes coordinating agendas, pre-read materials, decision documentation, follow-up activities, and arranging catering for leadership workshops, meetings, and other project meetings as needed. Act as a point of contact for visitors and workshop attendees.

Logistics Support: Assist the ITLT in arranging travel, accommodations, and expense reporting (if needed) afterward. Act as a point of contact to assist in resolving any issues that arise during travel.

Communication: Support the CITO and ITLT in preparing, coordinating, formatting, and distributing communications, project updates, organizational announcements, presentations, and leadership messaging.

Stakeholder Engagement: Build and maintain productive working relationships with executive assistants, leadership teams, business stakeholders, and external partners to facilitate effective communication and collaboration.

Operational Coordination: Provide operational support for the CITO and IT Leadership Team by coordinating activities across IT, Finance, Procurement, HR, Supply Chain, and other business functions. Track and follow up on requests, deliverables, and administrative activities to help ensure timely completion of leadership priorities.

Reporting: Support the CITO in generating management reports and assist in preparing presentations for leadership and project sponsors.

Leadership Priorities & Documentation: Work with the ITLT to monitor and track leadership priorities and key deliverables, supporting timely execution and visibility into organizational commitments. Organize, maintain, and update related documentation (e.g., meeting minutes, agendas, action item logs, deliverables, key follow-up items, decision records, and status reports) in Microsoft Teams, SharePoint, project management systems, shared drives, or other enterprise systems.

Confidentiality: Handle sensitive information with discretion and maintain confidentiality at all times.

Support the CITO with other administrative tasks as needed on a daily basis.

Reports to the VP & Chief Information Technology Officer (CITO).

This position has NO supervisory responsibilities.

Role requires onsite attendance on Tuesdays and Wednesdays, initially, but must be open to onsite attendance five days a week in the future. Remote working permitted initially on Mondays, Thursdays, and Fridays.

Qualifications

REQUIRED

High School Diploma

Administrative Assistant experience (preferably supporting an IT team)

Proficiency in Microsoft Office (Word, Excel, and advanced PowerPoint skills)

Experience with standard email and internet systems

Must be able to maintain confidentiality with sensitive information

Excellent oral and written communication skills

Excellent telephone skills

Evidence of strong organizational skills

DESIRED

Associates Degree preferred

Experience working for senior level managers (Director and above)

Experience in related industry

Three years of project support and planning/scheduling experience.

PeopleSoft and Visio experience (but not required)

Working knowledge of document control systems and project design

Experience working with ERP and Copilot (but not required)

Knowledge, Skills, Abilities and Other Characteristics

Ability to effectively manage time and establish priorities

Build relationships with people whose assistance, cooperation, and support may be needed

Provide/develop appropriate documentation to track progress of team initiatives

Anticipate and prepare for upcoming events ensuring adequate resources are available

Ability to be engaging and welcoming to visitors with a professional demeanor

Ability to author meeting minutes, reports, business correspondence and procedures as directed.

Must be able to communicate effectively and professionally by email and verbally

Must foster and adhere to a professional and respectful culture

Must be able to work under stress and be accepting of an environment that is changing and maturing

Working Conditions

This position is considered OFFICE WORK which is characterized as follows.

Almost exclusively indoors during the day and occasionally at night

Occasional exposure to airborne dust in the work place

Work surface is stable (flat)

Physical Activity/Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position is considered LIGHT work.

Job Info

Job Identification 11245

Job Category Business Support

Degree Level High School Graduate

Job Schedule Full time

Workplace Hybrid

Oceaneering