Administrative Assistant

Company: Icon Information Consultants
Location: Blaine
Posted on: March 19, 2023

Job Description:

Administrative Assistant # 23-01598


Location: Blaine, WA 98230
Pay Rate: $27.24/hr. with full benefits 401K, Health, Dental, and Vision -
Client: Large Oil & Gas Company
Assignment Length: -5 - month, possibility to extend base off of performance and budget

Department Administrative Assistant -
The Department Administrative Assistant provides various analytical, data entry, secretarial and administrative duties for the assigned department. The Department Admin will drive the highest level of efficiency of the department. The Department Admin will be accountable for organizing department events and meetings. In addition, the Department Admin will collaborate with the Cherry Point Support Staff to ensure the success planning and completion of site wide events and activities. In addition the role supports the site as part of the Central Support Model. This job description is intended to provide an overview of the position and does not include all the tasks that might be required to provide support for your area job requirements
Roles & Responsibilities/Accountabilities
Provide Maintenance Department and Site Administrative Support for:

• Maintenance & Reliability Team
  
• Site wide support via the central admin support model
  
• Site wide committees (as needed)
  
  Administration
  
  
  
• Operate and maintain all proprietary software
  
• Manage Leadership Team Members calendar and/or email
  
• Schedule travel for Leadership Team Member Process expense reports for self and Leadership Team Member
  
• Schedule and manage yearly calendar for the department and the department leadership team meetings
  
• Administer the department web page and department websites
  
• Develop, update, and maintain electronic files, filing structure and filing system work process for the department
  
• Establish and maintain document control guidelines and work processes in support of all departmental areas and programs
  
• Schedule safety meetings and other department meetings as directed by the Leadership Team member and Superintendents
  
• Coordinate all admin duties associated with seminars, travel, training for technicians etc.
  
• Attend meetings as directed, take notes and provide documentation after meetings
  
• Prepare and maintain a yearly calendar for the department to include both internal and external refinery activities
  
• Actively participate in refinery administrative group and attend monthly meetings, including support of the Central Support Model.
  
• Accountable to deliver new and innovative ideas to improve efficiency of the department team
  
• Work with Support Admin to analyze and manage department spend with respect to office supplies, off-site venues and catering expenses looking for opportunities to reduce costs
  
• Assist in clerical, filing, printing, building binders/booklets, organizational, and overall general needs.
  
• Maintain records, filing systems, and all forms of documentation for the team as required.
  
• Set up IT equipment requirements (i.e., computers, monitors, keyboard/mouse, docking stations).
  
• Generate Help Desk tickets.
  
• Manage conference room calendars.
  
• Set up distribution lists.
  
  
  Change Management
  
  
  
• Support Maintenance Department with Management of Change via the KMS software system data entry
  
  Visitor Support
  
  
  
• Coordinate all visitor request approvals.
  
• Coordinate all vehicle Drive-In requests.
  
  
  Experience & Qualifications
  Experience:
  5+ years in a Technical, Office, Administration, or Support Role.
  Job Specific Skills:
  
  
  
• Proficient with Excel, Word, PowerPoint, Publisher; Visio, Snag-It, Auto Draw, Access, Maximo, and other specific software applications.
  
• Solve computer hardware, software, and internet issues.
  
• Excellent communication skills.
  
• Strong organizational skills and ability to manage multiple tasks and requests.
  
• Handle information of a confidential nature.
  
• Work under pressure to agreed deadlines and cope with change.
  
• Self-motivated to prioritize and manage potentially conflicting situations.
  
• Demonstrate a "can do" attitude as a key team member with flexibility, enthusiasm, reliability, and discretion.
  
• Treat obstacles as challenges to overcome.
  
• Create an environment of excellence for everyone.
  
• Must be self-directed and possess the ability to learn new software programs
  
  

Keywords: Icon Information Consultants, Bellingham , Administrative Assistant, Administration, Clerical , Blaine, Washington