JOB SUMMARY
The Team Assistant will provide support to respective executives and team members. This role will be assigned various functions, will work collaboratively with the other TA's and independently in support of overall business objectives.
ESSENTIAL DUTIES
- Proactive calendar maintenance, reflecting the current priorities, and business support for the respective business function executive and team members. Manage and direct inquiries and requests as appropriate.
- Provide customer-centric service and seamless delivery to all members of the team and BU aligned with our Client's Values.
- Schedule and organize meetings and workshops including (onsite and offsite): book conference rooms, prepare agenda, proactively confirm, order and coordinate catering, format and collate papers.
- Attend meetings to capture minutes and actions and maintain an action tracker that reflects progress to completion.
- Ensure conference rooms equipment is turned off and room is cleaned/returned to "ready for use" condition at the end of the meeting.
- Administrative support, coordination, production and distribution of business documents for leadership and other relevant team members.
- Arrange and coordinate all details for virtual and in person meetings across various time zones for internal and external stakeholders. May include greeting external visitors at the building security office and escorting them to and from the necessary location.
- Process business expense reconciliations and code invoices in adherence to company policies in a timely manner.
- Coordinate on-boarding and off-boarding of team members, including desk set up, and completing onboarding and offboarding checklists.
- Provide other general administrative support and duties as assigned, including but not limited to: travel management, ordering office supplies, bindings, special mailing projects, ordering business cards, provision of support in Crisis, Emergency and Incident Management, updating and maintaining accountability logs, create files/folders/labels and complete other duties as required.
- Collaborate with TA network through the aligned execution of the following responsibilities: Share in the stocking of the cafés (organized by Executive Assistant) and in the planning and implementation of BU wide events; Share in answering the Client's Alaska main phone line in a consistent manner and communicate message to the appropriate parties; Plan, coordinate and deliver logistics required for successful team event; Serve as a back up to the designated TA when they are out of office.
- Support AES zero-incident safety culture and assume personal accountability and responsibility for safe work practices in all projects, activities, and operations.
- Other duties will be assigned to this position as needed.
REQUIRED EXPERIENCE
- 1+ year of secretarial or admin work experience providing support to senior executives in large organizations
- Consistently demonstrates a high degree of accuracy
- Proven time management and organizational skills, with the ability to work well under pressure of multiple deliverables within tight deadlines
- High level of maturity and discretion necessary to liaise directly with Executive Management, and external contacts both locally and internationally
- Ability to work independently, but with a strong team, collaborative and customer focus
- High-level problem-solving skills and pro-active attitude
- Strong communication and interpersonal skills essential for this role
- A high degree of proficiency in the use of Outlook, Word, Excel and PowerPoint
PREFERRED QUALIFICATIONS
- Prior oil & gas industry experience