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Administrative Support

Houston, TX 77042

Posted: 08/17/2022 Employment Type: Contract Job Category: Administrative Job Number: 477421 Country: United States Is job remote?: No

Job Description

Specific Responsibilities May Include:
  • Providing support for a wide range of administrative duties with a professional executive presence.
  • Professionally handling sensitive and confidential information and will maintain confidentiality under all circumstances.
  • Scheduling conferences, arranging and setting up conference rooms, arranging meals, and attending to needs of outside visitors.
  • Making travel arrangements, preparing itineraries, preparing travel visa applications, and managing calendars.
  • Preparing, proofreading, finalizing and submitting documents to government entities as required.
  • Understanding the basic organizational structure and roles within the department and company.
  • Interacting professionally with external business contacts, reliably answering & returning phone calls, escorting visitors, and understanding basic roles of the staff groups so callers can be referred to the right people.
  • Creating, revising, analyzing, proofreading and distributing various types of documents, briefing materials, presentations, and spreadsheets (Microsoft Excel, Tableau, Word, PowerPoint, Outlook).
  • Assisting with analysis of documents or spreadsheet data - examples include external benchmarking, rule summary, and budget tracking.
  • Preparing monthly and quarterly executive briefing booklets in preparation for trade association meetings.
  • Managing and prioritize email and calendar for lead manager.
  • Organizing and managing the records cataloging system; facilitating and promoting the ongoing and annual records organization (Document Retention Management).
  • Creating, managing and maintaining various SharePoint, Live Link, Intranet, and other information sites.
  • Managing office supply inventory and order supplies as needed and within budget.
  • Distributing mail and arrange shipment of packages.
  • Working in web-based software applications, assisting with setup of new employee office/phone/IT equipment/orientation, and assist existing employees with similar needs.
  • Invoice submissions in SAP.

Position Requirements

Basic/Required:
  • Legally authorized to work in the job posting country
  • High school diploma/GED
  • Intermediate level of proficiency in Microsoft Office: Word, Excel and PowerPoint; Outlook, and SharePoint
  • 5 or more years of experience in administrative support

Preferred:
  • Advanced level of communication skills, both verbal and written
  • Ability to prioritize, multitask and follow up in a multifaceted work environment, including managing unplanned/critical tasks at the same time
  • Excellent interpersonal and organizational skills and ability to communicate effectively as this job requires frequent interface with all levels of management and representatives from external organizations
  • 10 or more years of experience in administrative support
  • Delivers results on time with high quality standards
  • Strong work ethic; takes initiative to take on and learn new tasks
  • Strong knowledge of records management and willingness to apply to organization
  • Experience in assisting with email management
  • The ability to build networks in an organization
  • Working knowledge of Office 365, SAP, Live Link, SharePoint, and CATS, and other essential systems
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