Administrative Assistant IV
Air Swift
One of our major oil and gas clients is seeking a Administrative Assistant IV to work on a 12-month assignment in their facilities in Houston, TX.
Summary:
As the first level of senior administration, this job independently provides a broad range of basic to complex level administrative and/or specialized support services to a to a Vice President and a team or teams of senior managerial staff. This includes, but is not limited to the provision of: Broadly defined generalist administrative duties in support of a VP and his/her team; acting as the VPs representative with the company's staff, communicating work priority direction, and following up on deliverables; and collation, analysis and reporting of business metrics in support of Business Unit goals and objectives.
Responsibilities: Anticipating and initiating appropriate actions to conserve the VPs time, e.g., manage his/her schedule, manage access, screen and respond to routine and non-routine e-mails and correspondence Consolidating, coordinating and variance reporting for a variety of cyclical budget documents and processes, e.g., annual and monthly budget reporting, financial tables, operating cost summaries, timesheet and vacation reporting, coding Interacting with leaders peers, ELT and high profile external stakeholders, to provide professional support services Coordinating corporate governance and diligence compliance files/matters on behalf of the department(s), e.g., annual Statement on Business Conduct acknowledgements, SOX/CSOX audit requirements, etc. Coordinating complicated meetings, conferences and functions including development of detailed agendas and itineraries Coordination and booking of travel arrangements for VP and managerial team? Providing area-specific knowledge and technical depth • Organizing and maintaining team specific documentation processes through data input, verification and filing in hard copy and electronic team and central databases Drafting complex correspondence, presentations, spreadsheets, etc. Leading or participating on cross business unit administrative committees or task forces Providing formal or informal supervision to a team of admin staff and/or temporary staff/contractors (5 to 10% of the time). Independently provides administrative services, anticipating and managing a wide range of administrative tasks and requests. Impacts are typically confined to a medium sized work area or business unit and may have implications beyond the business unit. Decision making is guided by past practice although the position modifies standard practices and adapts approaches. Provides administrative support services to a Vice President and a small to medium sized senior management team. Acts as the Vice Presidents representative with senior staff both internally and externally. Verbal communication involves the relay of sensitive information, or communicating with senior level internal or external contacts. Written communication is primarily determined by past practice, however, the accuracy, timeliness or tact in which a message is delivered may have significant consequence
Requirements: Administrative certification or equivalent experience, e.g., spreadsheet/database management, accounting and business math, business communications. 5 years of directly related experience. Advanced knowledge of Microsoft Office Suite of tools, applicable software, company databases, enterprise structure and standard operating procedures. Ability to manage relationships at all levels of the enterprise, including direct or indirect supervision of staff and/or contractors. Requires a high level of discretion, tact and diplomacy in dealing with senior level internal and external contacts, and highly confidential or sensitive information. Proficient in Microsoft Sharepoint and Teams platforms.
Working Conditions:
Grasping, kneeling, light - moderate lifting (objects up to 20 pounds), reaching above shoulder, repetitive motion, typing, sitting, standing, visual requirement (able to see screens, detect color coding, read fine print), hearing requirement and the ability to sit at a computer for long periods of time.
Summary:
As the first level of senior administration, this job independently provides a broad range of basic to complex level administrative and/or specialized support services to a to a Vice President and a team or teams of senior managerial staff. This includes, but is not limited to the provision of: Broadly defined generalist administrative duties in support of a VP and his/her team; acting as the VPs representative with the company's staff, communicating work priority direction, and following up on deliverables; and collation, analysis and reporting of business metrics in support of Business Unit goals and objectives.
Responsibilities: Anticipating and initiating appropriate actions to conserve the VPs time, e.g., manage his/her schedule, manage access, screen and respond to routine and non-routine e-mails and correspondence Consolidating, coordinating and variance reporting for a variety of cyclical budget documents and processes, e.g., annual and monthly budget reporting, financial tables, operating cost summaries, timesheet and vacation reporting, coding Interacting with leaders peers, ELT and high profile external stakeholders, to provide professional support services Coordinating corporate governance and diligence compliance files/matters on behalf of the department(s), e.g., annual Statement on Business Conduct acknowledgements, SOX/CSOX audit requirements, etc. Coordinating complicated meetings, conferences and functions including development of detailed agendas and itineraries Coordination and booking of travel arrangements for VP and managerial team? Providing area-specific knowledge and technical depth • Organizing and maintaining team specific documentation processes through data input, verification and filing in hard copy and electronic team and central databases Drafting complex correspondence, presentations, spreadsheets, etc. Leading or participating on cross business unit administrative committees or task forces Providing formal or informal supervision to a team of admin staff and/or temporary staff/contractors (5 to 10% of the time). Independently provides administrative services, anticipating and managing a wide range of administrative tasks and requests. Impacts are typically confined to a medium sized work area or business unit and may have implications beyond the business unit. Decision making is guided by past practice although the position modifies standard practices and adapts approaches. Provides administrative support services to a Vice President and a small to medium sized senior management team. Acts as the Vice Presidents representative with senior staff both internally and externally. Verbal communication involves the relay of sensitive information, or communicating with senior level internal or external contacts. Written communication is primarily determined by past practice, however, the accuracy, timeliness or tact in which a message is delivered may have significant consequence
Requirements: Administrative certification or equivalent experience, e.g., spreadsheet/database management, accounting and business math, business communications. 5 years of directly related experience. Advanced knowledge of Microsoft Office Suite of tools, applicable software, company databases, enterprise structure and standard operating procedures. Ability to manage relationships at all levels of the enterprise, including direct or indirect supervision of staff and/or contractors. Requires a high level of discretion, tact and diplomacy in dealing with senior level internal and external contacts, and highly confidential or sensitive information. Proficient in Microsoft Sharepoint and Teams platforms.
Working Conditions:
Grasping, kneeling, light - moderate lifting (objects up to 20 pounds), reaching above shoulder, repetitive motion, typing, sitting, standing, visual requirement (able to see screens, detect color coding, read fine print), hearing requirement and the ability to sit at a computer for long periods of time.
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