Contract: Administrative Assistant V / Houston

Administrative Assistant V

Job Type: Contract, 5/2/2022 – 5/2/2023

Schedule: Hybrid Model: 3 days in (Tuesday, Wednesday, Thursday) / 2 days remote (Monday & Friday)

Location: Houston, TX. 77002

 

Job Summary

 

The main function of an Administrative Assistant/Executive Assistant is to provide high-level administrative support by conducting research, handling information requests, and performing clerical functions. A typical Administrative Assistant acts as information and communication managers for an office.

 

Responsibilities

 

Office Management

• Coordinate employee / contractor onboarding and offboarding to support supervisors
• Update onboarding and offboarding documentation – templates, procedures, presentations, etc.
• Maintain project office plan, coordinate office moves (including coordination with facility and contractor’s offices) – office furniture, computer equipment, ergo equipment, etc.
• Support large meeting / workshop organization including room booking, facility support, catering, etc.
• Maintain team's Business Continuity Plan and share with Leadership Team
• Owner of purchase card for miscellaneous purchases; manage statements and processing
• Manage office supplies, including coordination with facility to ensure café, medical, and office supplies are stocked, special order supplies (align with compliance office procedures)
• Floor warden for 17th floor
• Facilitate IT & ergo equipment requests between team and business unit support

 

Business Administration

• Plan and coordinate project teambuilding events, special events, town halls, etc.
• Maintain project organization chart, email distribution lists, and project roster
• Manage access to project’s Workplace site
• Collaborate with other business unit OA’s to align administrative documents and procedures
• Maintain current administrative documents and procedures on project SharePoint site
• Serve as back-up for other business unit administrative support
• Subject matter expert to prepare and format formal documents and presentations

 

 

Qualifications/Skills

• 10+ years of related experience required
• High School Diploma or GED required
• Prior experience in document management/document management system required
• Proficient user of the following software: MS Office Suite (Excel, PowerPoint, Word), MS Teams, OneNote, SharePoint, Power BI