Senior Administrative Assistant

Company Overview

JOB DESCRIPTION

People power our future. That is why advancing a dynamic, inclusive environment, where everyone grows and thrives is critically important to us.

Our ingenuity fuels daily life. Together, we’ve forged some of the most trusted partnerships across the energy value chain to make what was once just an idea a reality: laying subsea infrastructure thousands of feet below sea level, installing offshore platforms hundreds of miles from shore, and using our expertise to design and build offshore wind infrastructure.

For more than 100 years, we've been making the impossible possible. Today, we're driving the energy transition with more than 30,000 of the brightest minds across 54 countries.

Here, what you do matters.

Job Overview

The Senior Administrative Assistant has developed specialized administration-specific skills through job-related training and considerable on-the-job experience. They can provide support to their team with a limited degree of supervision. They can act as an informal resource for colleagues with less experience. They are skilled in a range of processes, procedures, and systems.  

Responsibilities

Key Tasks and Responsibilities:

• Type and proofread documents, correspondence, and forms
• Carry out varied assigned tasks requiring knowledge of office protocol and demonstrate an understanding of the organization, policies program, and procedure related to the work of the office
• Coordinate and set up meetings and conferences, arrange travel, and work on special projects
• Maintain the schedule of one or more individuals
• Set up and maintain a manual and electronic filing system
• Maintain office supplies and other materials required for departments or project activity
• Answer the telephone, take, and relay messages, and address routine and non-critical issues or route them to the appropriate person
• Coordinate and process general administrative work such as timesheets, vacation requests, supply requisitions, etc.
• Photocopy, fax, and scan documents as required
• Assure effective mail and package distribution
• Assist Employees and Managers with general administrative requests
• Perform additional assignments under the supervisor’s direction
• Organize and schedule meetings and appointments
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Produce and distribute correspondence memos, letters, fax, and forms
• Review/answer emails as needed
• Maintain up-to-date employee holiday records for the team
• Maintain a contact list
• Order office supplies
• Special projects as assigned
  
  

Qualifications

Essential Qualifications and Education:

• High School Diploma/GED
• 5+ years of relevant experience
• Minimum of 3 to 5 years of Administrative Assistant experience in a corporate setting
• In-depth knowledge of business procedures, letters, and report formats
• Ability to read and comprehend instructions, to write correspondence and memos
• Ability to write, speak, and interact clearly and professionally with all levels of management as well as external clients
• Can handle sensitive information with the highest degree of integrity and confidentiality
• Strong sense of urgency and problem-solving skills
• Ability to work well with a team and support other admins as required
• Extremely organized and detail-oriented
• Ability to juggle multiple tasks with superb accuracy
• Knowledge of business procedures, letters, and report formats
• Proficient in Microsoft Office - PowerPoint, Excel, Word, and Outlook