Administrative Assistant IV

If you are selected as the Administrative Assistant, you will be providing support to the Strategy, Planning & Portfolio Management team. You will work closely with the team to perform the highest level of administrative duties, working independently and proactively on numerous complex administrative tasks, exercising utmost discretion and independent judgment on a consistent basis.

Your responsibilities may include:

â Managing calendars so that time is used effectively and efficiently - including planning work projects and scheduling of appointments with personnel inside and outside of the company.

â Understanding the manager's plans and objectives, reading, and interpreting activities and proactively anticipating opportunities that assist in meeting the plans and objectives across several time zones.

â Coordinating all office and administrative support duties including filtering email, as appropriate, answering the telephone, directing calls to others as appropriate, making arrangements for visitors, expense reports, timekeeping, invoice processing and coding, record management, office supplies and snacks inventory management. and other corporate administrative needs.

â Ensuring the managers are prepared for all meetings and have the appropriate materials to be reviewed in advance of meetings.

â Preparing, coordinating, and handling travel plans for the managers including:
o Understanding the purpose of the trips so that arrangements can be made to optimize their time in meeting with managers, employees, and outside companies.
o Understanding corporate travel policy; passport and visa requirements, travel advisories and required immunizations for international travel.
o Maintaining regular contact with the managers during travel periods to communicate and initiate appropriate travel changes and advise of other issues requiring attention.

â Drafting correspondence for and on behalf of the managers; preparing special reports as requested; including extracting and sorting data in Excel; creating and editing presentations in PowerPoint, document formatting and editing in Word and Adobe.

â Retention of information on key contacts, upcoming activities, and projects.

â Maintaining SharePoint/Microsoft Teams information and Outlook distribution lists.

â Planning business lunches, dinners, and events within budget guidelines and with minimal guidance.

â Providing input and feedback to the managers when needed.

Basic/Required:
â 5+ years of experience in an administrative support position.
â Advanced proficiency with Microsoft O365 applications: Excel, Outlook, PowerPoint, SharePoint, Teams, and Word.

Preferred:
â 1+ years of experience handling confidential information with the utmost discretion.

â 1+ years of experience organizing and prioritizing numerous tasks, multitasking, and working under pressure within tight timelines, with limited direction.

â Advanced level of proficiency with verbal and written communications skills, including ability to proofread materials for contextual, grammatical, typographical, or spelling errors.

â Track record as a highly resourceful team player; polite and respectful of others, with the ability to also be very effective independently.

â Willingness to engage in additional training as appropriate.

â Internal and external networking, at all levels in the organization.

â Builds/maintains effective working relationships.

â Demonstrates professional manner and ability to influence in dealings with others.

â Strong process and system orientation; promotes group effectiveness.

â Planning, organizing and time management.

â Initiative and problem solving.

â Anticipates barriers and provides alternative solutions.

â Sound judgment and high sense of accountability.

â Takes ownership of actions and follows through on commitments by holding others accountable and standing up for what's right.

â Delivers positive results through realistic planning to accomplish goals.

â Listens actively and invites new ideas for exchanged opinions, then influences, and acts to drive positive performance and achieve results.

â Builds positive relationships based on trust and seeks collaboration across organizational boundaries to achieve goals.

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.