Administrative Assistant

At Hornbeck Offshore, our people are our propellers to success, and our most important asset. Our culture of integrity, commitment, excellence and teamwork is what differentiates us from the rest.

We're committed to being your Company of Choice

JOB DESCRIPTION SUMMARY

The Administrative Assistant - Government Programs provides administrative and clerical support to a department and/or department head.

JOB DESCRIPTION

SCOPE OF DUTIES

The duties of the Administrative Assistant - Government Programs shall include, but are not necessarily limited to the following:

• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities.

• Reads and routes incoming mail and other departmental correspondence.

• Records and transcribes minutes of meetings.

• Drafts routine correspondence.

• Assists with record keeping and maintains files.

• Creates and maintains various reports.

• Assists with preparation of presentations.

• Coordinates managers' schedules and arranges meetings; Arranges and coordinates travel schedules and reservations.

• Prepares outgoing mail and correspondence, including emails and faxes.

• Processes invoices for payment and assist with customer billing as required.

• Orders and maintains supplies and arranges for equipment maintenance.

• Greets scheduled visitors and answers and screens telephone calls as needed

• Gathers, types, and forwards correspondence related to vessel technical documentation.

• Reviews, collates, processes, and consolidates various reports from vessels and forwards finished reports to clients.

• Assists Facility Security Officer (FSO) with data entry, visit requests, and security clearance tracking and serves as the Alternate FSO.

• Processes secure facility access requests for shoreside personnel, mariners and vendors.

• All other duties as assigned by management.

REQUIRED QUALIFICATIONS

Education: High school diploma or equivalent; some college preferred

Experience: 5 years of related experience.

Skills:

• Must be familiar with the Microsoft Office Suite (Word, Excel, Power Point, Access and MS Project).

• Excellent oral and written communication skills.

• Demonstrates attention to detail and has strong organizational skills.

• Ability to get along well with others.
Must be willing to board and ride vessels to increase understanding of how this role supports our business.

COMPETENCIES

Problem Solving

• Anticipates the impact of decisions and actions on others

• Identifies recurring problems and offers solutions based on facts and data

• Seeks out expert opinion when making decisions and solving problems

• Is thorough and attentive to detail

• Keeps his/her manager involved on important issues and/or problems
Work the Plan

• Achieves closure and follows through on tasks and projects

• Effectively multi-tasks and efficiently manages time

• Delivers a timely, complete, and accurate work product

• Clearly communicates what he/she needs from others to get the job done

• Follows established policies and procedures
Inspire Trust

• Demonstrates a strong service orientation to both internal and external customers

• Takes personal responsibility for decisions and mistakes; does not shift blame

• Is approachable and easy to deal with; handles pressure in in a calm manner

• Deals with people in a candid, straightforward, and respectful manner

• Acts with the highest level of integrity and professionalism and demonstrates a strong work ethic
Personal Learning

• Seeks professional development, training, and relevant certifications

• Remains open and non-defensive to feedback

• Demonstrates a willingness to learn new things and take on more responsibility

• Asks for feedback from his/her managers on how to improve
Collaborate

• Keeps open lines of communication with others

• Works collaboratively with people within and across departments to accomplish objectives

• Is understanding of others' time demands and work load

• Builds personal relationships with people across the company

• Is quick to offer help to others in getting the job done
Flexibility

• Remains open-minded to others' ideas, input and new ways of doing things

• Makes suggestions on how to improve processes and create efficiencies

• Demonstrates flexibility to changing priorities and work demands

• Fully supports company decisions and initiatives

DEMANDS AND WORK ENVIRONMENT

Eyesight: Functional, correctable to 20/20.
Hearing: Functional, correctable to normal to perceive sounds at normal speaking levels with or without correction; Ability to receive detailed information through oral communication and to make the discriminations in sound.
Speech: Ability to express or exchange ideas by means of the spoken word.
Mobility: Unencumbered by physical limitations to perform the following activities: Sedentary work in an office environment that includes frequent sitting, occasional standing and walking, gross and fine motor dexterity for typing and reasonable lifting of office products up to 10 lbs.

HOURS OF WORK

Standard office hours are Monday through Friday, 8:00am until 5:00pm and may be adjusted with approval by the department supervisor. Some overtime, work related travel and weekend work may be required, subject to company operational requirements. Regular and reliable attendance is required.

Note: Rotation schedule may vary and is subject to change based on vessel requirements.

In-person applications will be accepted by appointment only.

EEO/AA Employer/Vet/Disabled