Executive Administrative Assistant in Not Specified

At the end of April 2019, WorleyParsons combined with Jacobs Energy, Chemicals and Resources (ECR) division, to create Worley. 
Together, we are a leading global provider of professional project and asset services in the energy, chemicals and resources sectors. We have almost 60,000 amazing people in around 60 countries across the world covering the full lifecycle, from creating new assets to sustaining and enhancing operating assets for our customers.
Our exciting combination will create new opportunities for you to join us.The transition will take time, so in the short-term you may see references to our heritage companies in your application process.
Position Summary:Provides support to senior staff by coordinating and managing calendars and schedules, making travel arrangements, and answering and responding to phone calls. Relieves the executive of administrative type functions in order to increase the time an executive has available for executive level responsibilities.  
Primary Responsibilities:
  • Handles a wide variety of complex situations and conflicts involving the clerical and administrative function of the area that often cannot be brought to the attention of the manager.
  • Provides all administrative support by handling daily schedule, handling and processing of expenses, responsible for maintenance of the Leaders files and periodicals.
  • Monitors all incoming telephone calls and mail, handling as many as possible independently, gathering facts and background information and drafting responses for review and action, as appropriate.
  • Controls expenditures, monitors monthly expense statements and prepares the managers expense reports
  • Responsible for quality and timeliness of all communications by collecting data or drafting responses for review by the manager serving as liaison with the manager's direct reports as well as others throughout the company on all projects and requests to ensure the manager has needed information.
  • Coordinates travel arrangements for senior staff, including air, hotel, and rental car.
  • Coordinates meetings and corporate events.
  • With direction from manager, arranges for staff members to represent organization at meetings and conferences.
  • Keeps electronic files correspondence or other printed materials.
  • Prepares outgoing mail and correspondence, including e-mail and faxes. 
  • Organizes and maintains file system, and files correspondence and other records.
  • In Managers absence, ensures that requests for action or information are relayed to the appropriate staff member. 
  • As needed, interprets request and helps implement action, decides whether senior executive should be notified of important or emergency matters. 
  • Multi-tasks between responsibilities assigned by different managers
  • Works in a high pace environment
  • Performs other duties as assigned.
  • High school or equivalent is required
  • Minimum 5 years general office experience is required
  • Minimum 5 years experience with composing routine letters, edit and proof correspondence/reports and interact with all levels of the organization.
  • Minimum 5 years professional experience with MS Word, Excel, and PowerPoint is required
  • Previous experience employment within an engineering and construction company with similar job responsibilities is preferred.

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