Department Administrative Assistant

2 weeks ago

Houston, United States Bray International, Inc. Full time

Department Administrator Assistant
**Location**: Houston, Texas
**Reports to**: VP of Valve Engineering

Performs critical administrative functions including typing, proofreading, editing documents, correspondence and reports as needed. Responsible for scheduling and assisting with maintenance of calendar invites, appointments and travel itineraries and related arrangements and ensuring accurate and timely communication to all parties. Coordinates R&D lab tours for clients, including scheduling and arranging logistics. Plans, coordinates, and makes arrangements for on-site or offsite events, conferences, meetings, and/or dining reservations. Assists in planning and coordinating technology conferences and events. Organizes lunch and learn sessions, manages event logistics, and coordinates speakers. Manages office needs such as supplies, furniture, maintenance requests, service requests. Review team budgets and prepare for budget meetings. Develops and maintains complex spreadsheets, databases, and reports. Gathers data for key reports and tracking measurements as requested by team members. Prepares department level communications and company level announcements. Assist with new hire on-boarding. Supports recruitment, mentoring summer interns. Assists with HR change forms, onboarding/offboarding processes, and seating arrangements. Proactively creates and maintains expense reports. Manages expenses using Concur software for the managers as requested, ensuring compliance with policies. Oversees facility management, office supplies, and awards ordering. Manages conference room reservations and THOR's reporting system. Prepare metric spotlight presentations and update bulletin boards. Coordinates business card printing and distribution. Assists in safety awards recognition and conducts surveys for feedback.

**Qualifications**:

- High school diploma or equivalent.
- 2+ years of related experience in a department administration role.
- Proficiency in Microsoft Office suite (Word, Excel, PowerPoint).

**Core Competencies**:

- Excellent organizational skills with the ability to prioritize responsibilities and meet deadlines under pressure.
- Commitment to confidentiality and handling sensitive information discreetly.
- Flexibility to adapt work schedule as needed for projects and meetings.
- Resourcefulness and initiative to complete challenging assignments.
- Extensive experience in coordinating meetings, events, and major functions.
- Strong team ethic with the ability to work autonomously and with urgency.
- Effective communication skills and attention to detail.
- Service-focused mindset in maintaining effective relationships with stakeholders.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

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