What are the responsibilities and job description for the Sr Administrative Assistant position at Energy Transfer Family of Partnerships?
Summary:
This position will be responsible for supporting members the leadership team.
Essential Duties and Responsibilities:
- Maintain calendar and contacts in Outlook
- Schedule and coordinate meetings including making travel arrangements
- Prepare of and other leaders monthly expense reports in Concur system and submission to senior management for approval
- Review of direct reports expense reports and time reporting
- Serve as department liaison with Service Desk/IT/HR when systems and equipment issues arise that impede employee work completion
- Manage weekly out-of-office calendar for division employees
- Gather monthly highlights and compile division highlight report
- Act as division “super-user” for MarketPlace billing system
- Ensure timely coding and submission of department invoices, including subscription, consulting, legal, and other various services and provide administrative support for the process flow of invoices through vendor payment
- Act as SharePoint Administrator – grant access to S/P, update home page, create folders or libraries as necessary
- General administrative duties such as handling phones, copies, faxes, scans, mailings, service desk requests, supply orders, etc.
- Maintain physical and digital records, including electronic filing of supply and other term contracts
- Act as mobile device POC
- Initiate and track new hire and employee office and equipment moves, coordinate office moves
- Schedule and coordinate interviews for outside candidates including coordinating travel with travel agency
- Train employees on Concur, eTime, WebEx, DOA, SmartSheets, etc.
- Coordinate building activities, holiday lunches, executive visits, quarterly update meetings, etc.
- Provide additional support where needed within the departments
- Act as resource for division on company policies and general knowledge
Requirements:
Education and/or Experience, Knowledge, Skills & Abilities:
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High school graduate or equivalent
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2 years using computer systems, basic office equipment and working with multiple levels in an organization
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Enthusiastic, personable, professional, and positive attitude with capability to deal directly with people
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Solid time management skills, critical thinking capability, ability to handle multiple projects, meet deadlines, and function independently and efficiently in a fast-paced and demanding environment
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Strong attention to detail
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Problem solving and research skills, with ability to recognize issues and source solutions
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Ability to communicate clearly, verbally and written
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Excellent organizational skills and work ethic
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Flexibility with ability to work in a team setting supporting several people
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Professionalism in representing senior executives
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Must be able to maintain a high level of confidentiality
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Functional knowledge of Microsoft Office software: Outlook, Word, Excel, PowerPoint
Preferred Qualifications:
- College degree or some college experience
- 5 years as an administrative assistant or equivalent
- Experience with Adobe Pro, Visio, a plus.
- Knowledge of SharePoint, Concur, SAP, OpenText, TM1, or any advanced data management or accounting software
- Notary Public
Working Conditions:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
- Usually, normal office working conditions.
- Must be able to remain in a stationary position 50% of the time due to prolonged periods of sitting or standing.
- Occasional overnight travel may be required.
- Occasional visits to industrial/manufacturing settings, which may include exposure to various materials and chemicals, as well as extreme temperature conditions and loud machinery, and require appropriate personal protective equipment.
Equal Opportunity Employer/Disability/Vet
DISCLAIMER: The above statements, which are subject to change, are intended to describe the general nature and level of work being performed by personnel assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel in the assigned position.
