Our client, a major petrochemical company, is looking to hire an Administrative Assistant to work in a 10-months contract position in Rodeo, CA.
Responsibilities may include:
Performing a wide range of administrative duties in a fast-paced environment.
Dealing with sensitive and confidential information with limited supervision.
Interacting with internal staff and external business contacts, e.g., reliably answering & returning phone calls and escorting visitors; understanding basic roles of the assigned staff groups so callers can be referred to the right people.
Scheduling meetings as well as catering arrangements, e.g., organizing appropriately-sized rooms, ensuring supplies and technology are available for the meeting (e.g. white boards/flip charts, projectors, video conference, as required), ordering food as required in appropriate quantities (reconfirm in-person attendance), maintaining meeting agenda and materials, organizing meeting times that are acceptable for the attendees; resolving conflicts as necessary, document and distribute meeting minutes.
Drafting correspondence (emails and letters) for the GM.
Creating, revising, analyzing proof-reading, and distributing various types of documents, presentations, and spreadsheets (Microsoft Excel, Word, PowerPoint, Outlook).
Preparing monthly and quarterly reports as required, i.e., safety, expenses, compliance verification, audits, etc.
Creating, managing and maintaining various SharePoint and Intranet sites.
Making travel arrangements, preparing itineraries and managing calendars.
Managing office supply inventory and ordering supplies as needed.
Maintaining personnel information and organization charts.
Distributing mail and arranging shipment of packages.
Facilitating and promoting the annual records organization campaign (DRM - Document Retention Management).
High school diploma/GED
Advanced proficiency in Microsoft Word, Excel and PowerPoint; Outlook and Sharepoint (perform the skill with limited assistance)
3+ years of experience in administrative support
Willing to work overtime when required
Advanced level of communication skills, both verbal and written
Excellent interpersonal and organizational skills and ability to communicate effectively as this job requires frequent diverse interface with all levels of management
Highly effective time-management skills; delivers results on-time with high quality standards.
Strong work ethic, takes initiative to take on and learn new tasks, high energy level
Knowledge of Livelink Document Management features for classifying, storing, and retrieving documents
Recent work experience in dealing with building facilities-managing office space, including telephone and computer set-up
Networking skills such as the ability to build networks in an organization
Proficient (perform the skills with limited assistance) with SAP, Livelink/EDMS and CATS.
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