Executive Administrative Assistant
2 weeks ago
Job Objective:
Provides administrative and technical support to assist the A&D and Legal Departments.
Essential Job Responsibilities:
- Organize and coordinate meetings within department, across departments, and with CEO.
- Print and bind management presentations and reports.
- Assist SVP - A&D, A&D Team, General Counsel, Legal Team and the CFO with various projects including word processing, file management, invoice management and tracking, creating and updating forms, typing correspondence and agreements, creating spreadsheets and power point slides, and other similar functions as directed.
- Responsible for the distribution of correspondence and mail within department.
- Make travel arrangements and create itineraries for department personnel.
- Manage expense reports for department personnel.
- Manage the annual A&D expense budgeting process, working directly with Financial Planning team.
- Schedule and manage off-site conferences and training events; coordinate all logistics (audio visuals, hotel, flights, catering, etc.)
- Provide overall office management and administrative duties.
- Cover phones for SVPs and provide back up phone coverage for CEO and Executive Chairman.
- Maintain office supplies, reorder business cards for departments and coordinate resolution of IT and technology issues for departments.
- Create and maintain various files in compliance with company policies and governmental regulations and ensures general filing is completed on a timely basis.
- Adheres to established work schedule, attendance standards and is punctual to work and meetings.
- Performs job safely and participates in on-going safety efforts.
- Adheres to the company’s values - integrity, ownership, urgency, alignment and innovation.
- Supports company vision and mission.
- Appropriately handle confidential information and maintains confidentiality of same.
Other Job Responsibilities:
- Maintains employee confidence and protects company assets, including intellectual property, by keeping information confidential.
- Maintains technical knowledge by attending educational workshops and reviewing professional publications, establishing personal networks, and participating in professional associations.
- Contributes to team effort by accomplishing related results, as needed.
- Other duties as assigned by management.
Qualifications:
- Minimum of ten (10) years of progressively responsible administrative experience.
- Administrative assistant experience and oil and gas experience preferred.
- Ability to establish and maintain effective working relationships with employees, supervisors, other departments, officials, and the public.
- Ability to complete multiple, diverse tasks of differing priorities without close supervision.
- Excellent written and verbal communication skills.
- Outstanding administrative and organizational skills.
- Required: Microsoft Office Outlook, PowerPoint, Word, and Excel
- Preferred: SAP, iManage or other similar document management systems
Education Requirements:
- Preferred: Associate or Bachelor’s Degree from an accredited four-year university or college.
Certifications, Licenses, Registrations:
- Preferred: Notary public.
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