Executive Assistant

Executive Assistant

• Attend planning meetings, take notes, coordinate with project staff to address questions and answer directly.
• Coordinate reviewing and follow-up on PA (Project Administration) support documentation such as submittals and (RFI) requests for information
• Assist with distribution of documents, engineering drawings, oil and gas exploration and production data, change orders, as related to Projects and Operations
• International travel may be required.
• Provide assistance to office and project administration, Organize and submit expense reports and time sheets.
• Support administration activities associated with personnel and payroll, in terms of time- sheet tracking and compiling reports to support cost estimates and invoices.
• Utilize, MS Office and PDF Editor; especially excel in macro spreadsheets for cost and time control and also support the invoice process in producing spreadsheets, hours and rates, and back-up documentation associated with procurement documents and travel expenses.
• Post information and maintain project websites as required.
• Create and modify documents, drafts, reports, correspondence and forms, using company letterhead.
• Coordinate conference room reservations and in-house meetings including necessary equipment setup and food and or beverage accommodations.
• Perform general administrative duties, such as, photocopying, faxing, mailing, and filing; sorts incoming mail, faxes, and deliveries for distribution as needed.
• Answer incoming calls in a professional manner, directs phone inquiries to the appropriate staff member.
• Draft letters and emails, take meeting minutes, complete word processing, and manage the information for all assignments.
• Works independently to prioritize, plan and organize standard administrative work to accomplish support to office or team, providing solutions and requesting approval, as needed.
• Coordinate and follow up with team members for project administration of contracts, legal documents, and construction documents.
• Send/receive/distribute important documents via USPS, FedEx, UPS, courier and fax.
• Coordinate staff travel including air, hotel, car rental and meeting attendance.
• Organize and submit expense reports and time sheets.

• Bachelor's degree preferred.
• 3-5 years of recent executive administrative experience.
• Microsoft Office proficiency, intermediate experience with Microsoft Excel required.
• Strong written and verbal communication skills.
• Ability to organize, prioritize, and execute tasks in a timely manner.

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Interested candidates please send resume in Word format Please reference job code 134332 when responding to this ad.