Administrative Assistant

McDermott -

Volledige vacaturetekst

Job Overview:
Working under supervision of Principal or Executive Assistant, provides administrative support in all capacities needed. May have oversight over other junior level administrative personnel. Performs a variety of research functions and uses computer programs to produce detailed and complex reports, spreadsheets and presentations. Types and proofreads documents, correspondence and forms. Carries out varied assigned tasks requiring strong knowledge of office protocol and has a firm understanding of the organization, programs and procedures related to the work of the office. Coordinates and sets up meetings and conferences, arranges travel and works on special projects with minimal supervision. Maintains schedules of one or more individuals or a large department. Sets up and maintains manual and electronic filing systems. Maintains office supplies and other materials required for department’s or project’s activities. Answers the telephone, takes and relays messages and addresses routine and noncritical issues or routes to appropriate person. Coordinates and processes general administrative work such as time sheets, vacation requests, supply requisitions, etc. Photocopies, faxes and scans documents as required. Assures effective mail and package distribution. Assists employees and Managers with administrative requests. Performs additional assignments as requested.

If working in a project environment, is responsible for setting up administrative aspects of large complex projects in accordance with the contract and Project Execution Plan, supervising and coordinating a variety of administrative activities in accordance with established procedures and controls to improve effectiveness of methods and procedures in assigned areas of responsibility. May supervise other administrative and clerical staff. May interface with clients, contractors and joint venture partners at a senior management level.

As a Senior Administration Assistant, he/she provides administrative support, and is responsible for coordinating and implementing project/department procedures.

Most work involves communication and organizational skills, but secretarial/administrative work has changed significantly over the years and the role varies greatly depending on the size of the project/department team, levels of responsibilities, etc.

Key Tasks and Responsibilities:
Secretarial, administrative and office services tasks:
Dealing with telephone.

Data Management (Electronic Document Management System).

Appointments/Meetings (maintain calendar, arrange conference rooms, etc.).

Visitors (schedule appointments, etc.).

Travel (booking flights, visa, expense reports, etc.).

Essential duties performed by the Senior Administration Assistant are:

Supervise and coordinate administrative activities for a project.

Prepare correspondence independently.

Ability to train and coach Associate Admin Assistant.

Acting as a focal point, the ability to manage pressure and conflicting (business/personal) demands within a Secretarial Team.

Ability to effectively present information and respond to questions from Management, Clients, Customers, and the general public.

Other duties:
Organize entertainment, events, seminars, etc.

Organize gifts.

Organize floor plans.

Organize facilities for residence (office, chair, it equipment, phone, etc.).

Show flexibility and ensure proper hand-over with regards to:
The reassignment to other projects.

The replacement of other Assistants during illness and holidays.

The provision of assistance to other colleagues with heavy workload (also other projects) when possible/desirable.

Any other activity as directed.

Essential Qualifications and Education:
Middle school diploma or equivalent, plus at least 3+ years of proven experience working in an administrative assistant role.

Advanced knowledge of MS Office and other related software skills required; Advanced skill in operating a personal computer, various printers, fax machine, scanner and other office equipment are necessary.

Strong administrative knowledge of business procedures, software, company processes and procedures.

Able to work in ambiguity and displays cognitive thinking in actions.

Excellent organizational, multitasking, and communication skills.

Expert interpersonal skills and ability to interface comfortably with all levels of internal management and staff as well as clients

Expert level of computer programs (see attached skill table).

MBO level in administrative or secretarial area with an extra grade.

Experience: Must have >3 years relevant work experience as an Assistant.

The typical experience in the Global Requirement Guide must be read as a guideline only.

Required Skills: Educational qualifications

  • Up to date knowledge of (functionality of) administration tools.
  • Fluent in the English language in writing and in speech (level C1).
  • Able to learn/train company specific programs (see attached skill table).
  • Understanding of engineering work processes is a plus.
  • Must be able to support and guide the young/less experienced Project Assistants.

Personal skills: (other qualifications)

  • Organizational skills.
  • Oral and written communication skills.
  • Tact and discretion.
  • A pleasant, confident telephone manner.
  • Cultural Awareness.
  • The ability to plan your own work (independent), work on your own initiative (pro-active) and to meet deadlines.
  • The ability to manage pressure and conflicting demands and prioritize tasks.
  • Identifies and resolves problems and decisions in a timely manner.
  • Listens, responds well to questions, participate in meetings.
  • Sets expectations and monitors/delegate activities.
  • Looks for ways to improve and promote quality.
  • Prioritizes work activities.

Character:

  • Proactive/Takes initiatives.
  • Persistent.
  • Flexible (incl. flexible working hours).
  • Positive and service minded.
  • Reliable and honest.
  • Team player.
  • Representative and Professional.
  • Stress resistant.
  • Attention to detail.

Skill Table

Level

Tool

I:

Average

II:
Above

Average

III:
Expert

Specific for

MS Outlook

MS Word

MS PowerPoint

MS Excel

MS Teams

Concur

Adobe Acrobat Professional

iShare

Company Overview and Core Values:
McDermott is a premier, fully-integrated provider of technology, engineering and construction solutions to the energy industry. For more than a century, customers have trusted McDermott to design and build end-to-end infrastructure and technology solutions—from the wellhead to the storage tank—to transport and transform oil and gas into the products the world needs today.

At McDermott, we hold all employees accountable to follow our 5 core values.

Integrity – we maintain a firm adherence to legal and ethical conduct

One Team – we are one company, where everyone is equally important

Go Beyond – we seek courageous and creative solutions

Well-Being – we promote all forms of well-being

Commitment – we are reliable and dependable in delivering quality solutions

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