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Administrative Assistant I

G.A.S. Global Oak Ridge, TN
  • Expired: over a month ago. Applications are no longer accepted.
Job Description

 

Location: Oak Ridge, TN

Duration: 2 Months

 

JOB DESCRIPTION

 

Role Overview:
Works independently to provide administrative support of a responsible and confidential nature to help ensure the smooth functioning of a department. Duties require accuracy, judgment, a high degree of initiative, discretion, diplomacy, and knowledge of protocol. Anticipates changing priorities and pro-actively works to resolve issues. Handles matters of a highly sensitive and confidential nature.

• Keep abreast of key issues, commitments and priorities of manager(s). Research information and compile summary reports. Extract data from reference material, whether semi-technical or non-technical in scope. Compile, analyze and prepare or help prepare information for presentations, studies or reports.
• Maintain file of important matters for manager’s attention.
• Responsible for monitoring all follow-up actions as required by management.
• Coordinate complex travel arrangements and travel itineraries. Prepare detailed expense reports utilizing Concur or other expense software.
• Coordinate and organize meetings, conference calls and video conferences; arrange for conference rooms, and equipment as needed. Prepare, collect, review and distribute meeting agendas, information packets and taking of meeting minutes. May operate a variety of audiovisual equipment.
• Review deliverables and monitor quality to ensure that all documents conform to established standards and procedures. Documents must be formatted for an executive level audience.
• Screen phone calls and visitors. Independently complete requests as needed, refer appropriate requests to other staff members, forward appropriate requests to management.
• Create and maintain logs and track documentation. Set-up and/or maintain electronic and hard copy files.
• With an understanding of project goals and priorities and the manager’s commitments, compose and distribute complex correspondence using provided software applications.
• Independently anticipate problems / changing priorities and alert manager as appropriate.
• Independently schedule and reschedule appointments on the basis of the manager’s commitments and priorities.
• Determine action on important or emergency matters or know whom to contact in absence of manager(s).
• Accurately maintain employee data for your department, tracking and providing reminders to employees as needed. This data may include badging, training, and HR and OAS required data entry.
• Use of individual judgement and initiative in relation to assigned tasks.
• May handle highly sensitive, business proprietary information.
• Must be able to work effectively in an extremely high-paced, high-energy environment.
• Must be flexible and willing to adjust to changing priorities.
• Ensure administrative coverage during absences.
• Operate standard office equipment, including automation tools.
• Keep abreast of advances in relevant office automation technology, equipment and software applications.
• Strive to support Bechtel’s “zero-accident” philosophy through personal safe behavior/work practices and by being aware of surroundings and activities that may be potential safety hazards. Take steps to correct or minimize hazards.
• Availability to work 30 minutes of overtime each morning and ability to work additional hours as needed.
• Perform other tasks as assigned by management.

Basic Qualifications:
• High school diploma or equivalent and five or more years of relevant experience
• Must be a US citizen
• Must be able to complete and pass a pre-employment drug screen and background check which includes verification of employment and education
• Must be able to obtain security badge for access to work location

Minimum Qualifications:
• Must be able to demonstrate intermediate to advanced proficiency in the Microsoft 2010 suite of products (Word, Excel, Outlook and PowerPoint). A skills assessment will be administered to test proficiency.
• Must have excellent written including spelling, grammar, punctuation and proper use of syntax. A skills assessment will be administered to test proficiency.
• Must have excellent verbal communication skills; must be able to effectively communicate with project team members.
• Demonstrated knowledge of administrative functions (office equipment, answering manager’s phones, filing systems and common office procedures).
• Must be able to demonstrate professionalism and be able to interact with all levels of the organization.
• Effective communication, teamwork, and interpersonal skills.
• Must be able to maintain confidentiality and exercise a high degree of individual discretion, diplomacy, judgement and accuracy.
• Must be detail-oriented.
• Must be proactive, have above average organizational skills, use individual initiative and follow assignments through completion.
• Demonstrate ability to maintain high quality work products in a fast-paced, high energy environment
• Must be flexible and willing to shift gears and take on unexpected and/or unanticipated projects as needed.
• Must demonstrate a positive attitude and work effectively with all levels of internal and external customers.
• Must be able to effectively respond to changing priorities.
• Ability to extract, compile, and assemble data for the preparation of reports/presentations.
• Ability to produce meeting minutes and coordinate executive-level meetings.
• Must be willing and able to work overtime with little or no notice.

Preferred Qualifications:
• Knowledge of technical vocabularies and terminology common to the Engineering, Procurement and construction environment.
• Current experience and knowledge of project processes and procedures.
• Knowledge of company's organizational structure, functions and procedures.

Company Description
Dedicated to Manpower. Committed to People.

Since 1970, we have been bringing the energy industry's people and projects together. Headquartered in Houston, Texas, we strive to be the premier choice for energy job opportunities around the world. We are industry experts and have worked with the leading EPC, Operating and Service companies on upstream, midstream and downstream developments. Today, we have operations in over 20 countries supported by key regional offices in Brazil, Canada, Romania, Singapore, the United Kingdom and the United States. Over the last 40+ years, we have developed our services to encompass more than recruitment and job placement to ensure our employees enjoy a successful and rewarding career. We focus on delivering superior recruitment and employee management, global mobility and project life-cycle solutions.

Whether you have a background as an Administrative Assistant, a Mechanical Engineer or a Piping Designer, your energy expertise is needed at G.A.S. Global. We want you to be a part of the G.A.S. Global team.

G.A.S. Global

Dedicated to Manpower. Committed to People. Since 1970, we have been bringing the energy industry's people and projects together. Headquartered in Houston, Texas, we strive to be the premier choice for energy job opportunities around the world. We are industry experts and have worked with the leading EPC, Operating and Service companies on upstream, midstream and downstream developments. Today, we have operations in over 20 countries supported by key regional offices in Brazil, Canada, Romania, Singapore, the United Kingdom and the United States. Over the last 40+ years, we have developed our services to encompass more than recruitment and job placement to ensure our employees enjoy a successful and rewarding career. We focus on delivering superior recruitment and employee management, global mobility and project life-cycle solutions. Whether you have a background as an Administrative Assistant, a Mechanical Engineer or a Piping Designer, your energy expertise is needed at G.A.S. Global. We want you to be a part of the G.A.S. Global team.

Address

Oak Ridge, TN
USA

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