Administrative Assistant

1 month ago

Anchorage, United States The Hawk Group Full time

Job Summary

The Administrative Assistant provides support to direct reports and other department personnel by implementing administrative systems, policies and procedures, and assisting in the management of daily departmental operations.


Responsibilities

  • Schedules meetings for the senior managers, including, issuing invitations, assembling background materials, preparing agendas, recording action items, and organizing any necessary catering.
  • Composes and/or edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
  • Prepares and submits expense reports.
  • Prepares and submits monthly reports of purchasing card (PCard) activity for department members, as assigned.
  • Answers, responds to, and/or appropriately directs telephone calls from staff, public, and outside vendors.
  • Coordinates internal and external meetings, conferences, and teleconferences, including various lunch meetings and training sessions, on and offsite.
  • Coordinates SVP’s calendar and maintains Outlook contact file.
  • Coordinates travel arrangements and business expense reporting for SVP and other Exploitation department managers and employees, as requested.
  • Coordinates special projects, as assigned.
  • Works effectively with other executive administrative assistants, office & field personnel across all departments.
  • Streamlines departmental workflow communications between SVP and Asset Team Leaders.
  • Assists SVP with performance tracking/reporting of Asset Team Leaders.
  • Assists in preparation of AFEs and invoice coding.
  • Assists with company booth & booth exhibits at yearly industry meeting.
  • Proficient in anticipating matters at hand and initiating action without requiring direction or supervision.
  • Adheres to the company’s values – integrity, ownership, urgency, alignment and innovation.
  • Supports company vision and mission.
  • Adheres to established work schedule, attendance standards and is punctual to work and meetings.
  • Assists with overflow work and serves as back-up as needed for other administrative assistants.
  • Maintains employee confidence and protects operations, including intellectual property, by keeping information confidential.
  • complete multiple, diverse tasks of differing priorities.
  • accurately solve problems and exceptional proficiency in data management.
  • establish and maintain effective working relationships with employees, supervisors, other departments, officials, and the public.
  • perform tasks and achieve results with a high degree of accuracy and precision.
  • anticipate approaching problems and establish strategic plans for future success.
  • demonstrate strong skills in using correct grammar and punctuation.
  • Other duties as assigned.


Required Qualifications

  • 1+ year of oil and gas administrative assistant experience
  • Associate’s Degree from an accredited two-year university or community college with a degree in business or related field
  • Excellent written and verbal communication skills
  • Outstanding administrative and organizational skills
  • Proficiency in the use and application of the following software: Microsoft Office (Excel, Word, PowerPoint, and Outlook)


Preferred Qualifications

  • Bachelor’s Degree from an accredited four-year university or college with a degree in business, or related field

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