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Department Assistant

Houston, TX 77027

Posted: 06/05/2023 Employment Type: Contract Job Number: 545418 Country: United States Is job remote?: No

Job Description

Department Assistant
12 months
Onsite - Houston, TX

Must Haves:
  • Highschool diploma or GED
  • 2+ years of office/administrative experience
  • Proficient in Word, Excel, PowerPoint, Outlook

  • SharePoint experience

Job Summary/Description:
As a department assistant for the Oil Gas Chemical (OGC) Global Practice the following functions will be performed.
  • General Admin duties for the Department Manager (DM), including but not limited to:
  • Manage expense reports for DM and designated department personnel
  • Assist with travel arrangements for the DM and designated department personnel
  • Maintain contacts, meeting notes and trip reports in Outlook and CRM
  • Support tracking of client opportunities, proposals, or qualification packages
  • Plan and schedule offsite activities and or dinner/lunch reservations as requested
  • Supporting the Department Manager (DM) and department related activities, including but not limited to:
  • Setting up department, client or partner meetings
  • Reserving conference rooms and sending invitations
  • Putting together and setting up presentations
  • Ordering and arrangement for drinks or meals (as applicable)
  • Take meeting minutes as requested
  • Performing meeting cleanup and restoration of meeting room facilities
  • Support of on-boarding / off-boarding of new employees
  • Maintain DM and/or department files or materials
  • Maintain DM and/or department action item lists and status reports
  • Support of OGC Global Practice meetings, activities and/or events, in coordination with the division Executive Assistant and/or other department administrative staff.
  • Assist with the development and maintenance of department information via Teams, Onenote and/or SharePoint
  • Perform or assist with department and/or OGC global practice clerical and reprographics needs, including preparation of reports, binders, and presentations for internal or external use. Provide general support with copying, scanning, binding.
  • General Administrative Support
  • Formatting reports, proposals and other internal or external documents
  • Updating manuals, procedures or department standards
  • Creating and/or updating presentations in Power Point or other formats.
  • Creating and/or updating reports or data in Excel.
Skills Needed
  • Self-Starter
  • Team Player
  • Able to work with a partnership mentality
  • Time management skills
  • Organized
  • Clear understanding of Priorities
  • Energetic
  • Flexible & able to multi-task
  • Willingness to learn, share knowledge, & assist people at all business levels

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