Job type: Temporary (timeline to be determined)
Schedule: Monday - Friday (Hybrid Role 3 days in office and 2 days remote each week)
Dress Code: Business Casual
This role is a crucial part in strategically supporting our operations stakeholders. This position involves working directly with key internal stakeholders providing a high level of strategic and technical administrative support.
Responsibilities:
- Problem-Solving & Efficiency Improvement: Assist in the development and implementation of strategies to streamline processes, reduce operational costs, and improve performance, ensuring changes are tracked for impact and success. Address challenges and obstacles by developing and implementing solutions that prevent recurrence and promote long-term efficiency.
- Administrative Management & Support: Access, enter and/or maintain information using various computer applications.
- Ensure accuracy and completion of requests
- Contracts and agreements
- Verifying Invoices and expenses/cost center coding, preparing check requests
- Authority for Expenditure (AFE)/completion reports
- Audit requests
- Budgets (capital, operations, maintenance, etc.)
- Stakeholder Relations & Communications: Build strong relationships with internal stakeholders, understand their requirements, and deliver expected work product to meet their expectations through effective communication.
- Manage communications across stakeholder teams.
- Floor management; space planning and employee workspace support
- Ordering & maintaining supplies stocked
- Mail delivery & collection
- Event coordination: meeting and travel arrangements
- Reporting & Documentation: Research, verify, compile, and prepare reports, presentations, key metrics, and/correspondence for stakeholders and management.
- Partner with internal stakeholders to collect, analyze, and interpret data.
- Compile and distribute reports (weekly, monthly, quarterly, annual).
- Utilize existing data processes, including extracting data from multiple systems.
- Oversee, support, and maintain the transition and maintenance of data reporting from Excel to Power BI.
Requirements:
- Previous experience in roles such as Executive Assistant, Data Specialist, Business Specialist, Staff Specialist, or similar is a plus
- Well-developed skills in Microsoft Office Suite
- Word: create and edit documents, formatting, tracking changes, grammar,
- Excel: create and edit workbooks, formatting, filters.
- Skills that are a plus in Excel: pivot tables, VLOOKUP, data sorting, formulas, creating macros, add-ins
- PowerPoint: create and edit presentations, importing graphs and/or charts
- Skills that are a plus in Powerpoint: formatting, animations, creating custom shows, importing graphs and/or charts
- Outlook: create emails, manage contacts, create and manage calendars, plan meetings, manage folders, auto reply, signatures, reminders
- Skills that are a plus in Outlook: configuring email settings, add-ins
- Teams: create and manage meetings, create teams and channels, send/receive messages, edit files, collaborate with team members
- Skills that are a plus: manage teams and channels permissions with ease
- SharePoint: maintaining SharePoint site, manage site access and permissions
- Skills that are a plus: configuring and troubleshooting, documentation
- Strong communication and follow-up abilities
- Strong analytical abilities and strategic mindset
- Excellent problem-solving skills
- Highly organized with attention to detail
- Ability to handle multiple tasks at once
Nice to Have Skills & Experience:
- Familiarity with PowerBI is a plus
- Strong interpersonal skills, with the ability to collaborate effectively with cross-functional teams.
- Forward-thinking, problem solver. Skilled at analyzing data and implementing practical solutions.
- A strategic mindset with a focus on continuous improvement and efficiency.
- Experience / familiarity with the oil and gas industry