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Site Administrative Assistant

4 months ago

Texas City, United States The Global Edge Consultants Full time

Job Title: Site Administrative Assistant

Location: Texas City, Texas

Type of Role: Contract



POSITION OVERVIEW:


Our team is currently looking for a Site Administrative Assistant for a client in the Oil and Gas industry.


The Site Administrative Assistant will be diligent and thoughtful in supporting colleagues across multiple activities on site:


RESPONSIBILITIES AND ESSENTIAL DUTIES:

• Act with personal accountability driving projects and tasks through to completion including assisting with PowerPoint presentations, site communications, maintenance of internal websites and SharePoint sites.

• Proactively provide organizational and administrative assistance to the Construction Director and Deputy Construction Director while acting as the site point of contact and providing support for site employees and contractors.

• Working cross functionally with the Senior Administrative Assistant to support projects, activities, and tasks as required.


• Support team projects and activities for the construction site, update and maintain construction organization charts and site email distribution lists.

• Document management: maintain and organize department and leadership files in SharePoint.

• Assist with conference room booking requests on site.

• Calendar and meeting management: Prioritize and schedule meetings, coordinate meeting agendas, minutes and action items often partnering with team members to follow through on action items.

• Travel management: expense reporting, travel arrangements including visa and passport application processing for the construction leadership.

• Event planning in tandem with the Senior Administrative Assistant.

• Visitor registration, mandatory reporting, and general office management.


MINIMUM REQUIREMENTS:

• High School Diploma required with 5-7 years of experience in supporting senior level roles.

• Proactive, flexible with unexpected and sometimes complicated changes. Ability to balance priorities and work independently to meet deadlines. Experience working with confidential and sensitive material with integrity and highest ethical standards.

• Ability to manage construction leadership calendars and prioritize activities, ideally with prior experience in communicating with other senior leadership and their support staff.

• Intuitive and resourceful, anticipate needs and develop solutions.

• Strong communication skills to act as an ambassador on behalf of the construction site and the organization.

• Having knowledge of construction and familiarity with construction sites are assets.

• Proficiency in Microsoft tools (Outlook, Word, Excel, PowerPoint, Teams, Visio) to build correspondences, presentations, agendas, reports, and update SharePoint sites.

• A strong focus on safety and dedication to the principles of the company's Basic Safety Program.