Administrative Assistant

Posted 03 July 2024
Salary Negotiable
Job type Contract
DisciplineOil and Gas Recruitment
Contact NameKevin Kinzie

Job description

An administrative assistant is required to complete work independently and resolve issues without direct supervision. This position performs more advanced administrative duties that require a broad knowledge of departmental policies and procedures

* Supports Projects and/or department with administrative tasks.
* Works well under minimal supervision and performs problem solving efforts prior to escalation.
* Performing complex administrative support duties requiring some judgment and initiative to determine the approach of action to take in non-routine situations.
* Applying thorough level of understanding of the organization, programs, and procedures related to the work of the department and/or team.
* Enters data from various sources into spreadsheets, verifies input and calculations.
* Regularly develops original spreadsheets, databases, organizational charts, and other reports.
* Suggests improvements to increase efficiency and improve communication of departmental and functional information.
* Receives general instructions for routine projects and detailed instructions for more complex projects.
* Resolves most questions and problems and refers only most complex issues to higher levels.
* Most assignments are completed using standard processes and procedures but may adapt techniques or processes to complete assignment.
* Probable errors are usually detected in succeeding operations and are generally confined to a single department or phase of company activity.
* Frequent internal contacts within and outside of department to furnish and obtain information.
* Answers inquiries and responds to correspondence from inside and outside the company.
* Works with others on resolution to issues and bottlenecks that may come up.
* Serves as a resource to less experienced staff.
* Performs clerical and administrative duties including typing, proofreading, and editing documents.
* Composes and may initiate routine correspondence and memoranda.
* Takes accurate phone and verbal messages and ensures that messages are delivered in a timely manner.
* Completes transmissions of assigned Project monthly reports in accordance with standard processes and procedures.
* May handle confidential or sensitive information or issues.
* Assists department staff in developing and preparing complex presentation materials.
* Maintains efficient paper and electronic filing systems and ensures quick retrieval of requested documents.
* Keeps well-informed of latest trends and technology related to administrative functions.
* Identifies and suggests ways to improve the efficiency and effectiveness of the department.
* Schedules and maintains calendar of appointments, meetings and minutes of meetings for department & Project staff and may coordinate related arrangements.
* Ensures accurate and timely communication to involved parties.
* Plans, coordinates, and makes arrangements for on-site and offsite Conferences, meetings, and special events.
* Other duties as assigned by Manager

Our role in supporting diversity and inclusion
As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group. We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion. In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment.