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
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