Construction Field Office Administrative Assistant (MVT)

Job Location: Texas City, TX
Job Duration: 7 Months
Job Summary:

• Act with personal accountability driving projects and tasks through to completion including assisting with PowerPoint presentations, site communications, maintenance of internal websites and SharePoint sites.
• Proactively provide organizational and administrative assistance to the Construction Director and Deputy Construction Director while acting as the site point of contact and providing support for site employees and contractors.
• Working cross functionally with the Senior Administrative Assistant to support projects, activities, and tasks as required.

Duties and Responsibilities:

• Support team projects and activities for the construction site, update and maintain construction organization charts and site email distribution lists.
• Document management: maintain and organize department and leadership files in Sharepoint.
• Assist with conference room booking requests on site.

Calendar and meeting management:

• Prioritize and schedule meetings, coordinate meeting agendas, minutes and action items often partnering with team members to follow through on action items.
• Travel management: expense reporting, travel arrangements including visa and passport application processing for the construction leadership.
• Event planning in tandem with the Senior Administrative Assistant.
• Visitor registration, mandatory reporting, and general office management.

Minimum Qualifications:

• High School Diploma required with 5-7 years of experience in supporting senior level roles.
• Proactive, flexible with unexpected and sometimes complicated changes.
• Ability to balance priorities and work independently to meet deadlines.
• Experience working with confidential and sensitive material with integrity and highest ethical standards.
• Ability to manage construction leadership calendars and prioritize activities, ideally with prior experience in communicating with other senior leadership and their support staff.
• Intuitive and resourceful, anticipate needs and develop solutions.
• Strong communication skills to act as an ambassador on behalf of the construction site and the organization.
• Having knowledge of construction and familiarity with construction sites are assets.
• Proficiency in Microsoft tools (Outlook, Word, Excel, PowerPoint, Teams, Visio) to build correspondences, presentations, agendas, reports, and update SharePoint sites.
• A strong focus on safety and dedication to the principles of clients’ Basic Safety Program.