Administrative Assistant

ExxonMobil Pipeline   •  

Irving, TX

Industry: Technology

  •  

5 - 7 years

Posted 121 days ago

Job Summary

Position provides administrative support to Manager and/or associated workgroup(s).  Candidates should have the ability to work in both independent and team settings.  Additionally candidates should demonstrate a high level of proactivity and organizational skills.

Key Responsibilities and Activities
Specific responsibilities will vary by job and/or function supported and  may include but are not limited to

  • Provide word processing, spreadsheet, and presentations support
  • Manage incoming/outgoing mail and mail distribution
  • Manage/prepare organization charts, flowcharts, and organization contact protocols
  • Utilize SharePoint for interface of documents, presentation preparations as needed
  • Manage group calendar, schedule meetings and audio conferences
  • Organize logistics for internal and external meetings
  • Coordinate travel arrangements both domestic and foreign
  • Ensure proper processing of invoices, travel expenses, and purchase cards (P-cards) statements for group employees
  • Order supplies/materials
  • Lead efforts for coordinating timekeeping for individuals in the group.
  • Track and steward vacation per internal processes
  • Handle file management for the department, hard copies and LAN
  • Generate and manage requests for IT software or hardware updates
  • Coordinate office moves
  • Reconcile invoices to P Card (Reproduction, logs, UPS, Supplies, etc)
  • Other duties as assigned commensurate with abilities, skills and knowledge

Requirements

Skills & Knowledge:

  • Ability to manage a large workload and ability to adapt to multiple customers and multitask
  • Professional communication style and demeanor
  • Ability to work independently when needed and manage continually changing priorities.
  • Highly organized and able to handle multiple priorities within a limited timeframe
  • Self-motivated individual able to meet fluctuating demands of position
  • Strong teamwork and interpersonal skills
  • Excellent written and oral communication skills
  • Strong attention to detail
  • Technical writing skills (proof-reading for spelling and grammar, formatting)

 

Preferences:

  • Project management
  • Basic accounting/bookkeeping skills
  • Proficiency in SharePoint and other virtual networking tools provided by Microsoft

 

Education / Experiences:

  • Associates degree or a minimum of 5 years of administrative support work experience.
  • Database management
  • Data collection and organization
  • Experienced and proficient in all Microsoft Office applications including Excel, PowerPoint, and Word.

 

Preferences:

  • Bachelor’s degree
  • Meeting organization experience
  • Experience working with SAP