Administrative Assistant

Job Objective:

The Administrative Assistant is required to perform a wide range of administrative and high level office support activities for various departments and/or managers and supervisors. The incumbent will be required to carry out these duties in a professional and efficient manner lending support to the effective operations of their departments while maintaining the quality standards set by the Company.

Roles / Responsibilities:

• To compile and submit orders in a timely manner for the monthly supply of groceries.
• To monitor the use of, compile and submit requests for quarterly stationery supplies.
• To document and coordinate all internal and external department mail.
• To manage the booking of conference rooms as and when required.
• To manage all travel coordination includes (flights, hotel, taxi arrangements to and from airport, per diem), this includes:

– input all flight reservations online and compilation of travel itineraries in conjunction with the passenger;

– confirmation of taxi/travel and hotel reservations, meals, per diem and any other requirements;

– preparation of relevant travel documents ensuring all authorized approvals and signatures are acquired;

– preparation of final travel package for passenger with all relevant documentation at least one (1) day before date of travel.

• To coordinate fortnightly Crew Change schedules.
• To assist when necessary in coordinating meetings ensuring all relevant logistics (IT, flip charts, etc.) are in place and meeting/training print material is prepared in readiness for same.
• To generate Service Orders and Service Entry Orders using the SAP operating system when required.
• To perform general office duties related to document preparation, binding, photocopying, collation of documents and proper records keeping upon request from department managers and/or supervisors.
• To provide general assistance to employees for work-related matters.
• To assist managers with meeting calendars or any other requests when required.
• To provide relief for other Administrative Assistants from time to time when required.
• To assist with any other related duties.

Job Specifications / Qualifications:

• Secretarial or ABE Diploma or relevant certification
• 5-8 years’ experience in a similar capacity in Oil and Gas company.
• Computer proficiency in Microsoft Office (Word, Excel and Power Point) is mandatory.
• Experience in and knowledge of proper records management systems
• Use of SAP operating system will be an asset
• Highly organized with the ability to multitask.
• Excellent prioritizing skills.
• Strong interpersonal and communication skills and the ability to work effectively with all clients.
• Good problem solving skills.
• Ability to work in a team environment.
• Detail-oriented
• Ability to speak French will be an asset
• Self-motivated: Must be able to work unsupervised and be willing to recommend process improvements where necessary.