Lead Administrative Assistant

Washington DC, United States

Job Reference 1240602

Location Washington DC, United States

Industry Oil & Gas - LNG

Function Administration

Job Type Contract

Date Added March 25, 2024

Airswift is looking for an Lead Administrative Assistant to work for a major LNG Client in Washington DC, for an initial 6-month contract likely to switch to a direct-hire opportunity.

 

POSITION OVERVIEW

The Senior or Lead Administrative Assistant will report to the Vice President, Federal Government Affairs and is responsible for managing and coordinating activities in support of the Washington DC Office.  This position is the primary administrative support for a Senior Vice President as well as three Vice Presidents resident in the DC office.  Responsibilities will include managing calendars, preparing expense reports, meeting, and event preparation, organizing day-to-day office activities, and providing general support to visitors, including special events. The position requires the candidate prepare Monthly Purchase Order/Accounts Payable/Expense Reports, track departmental budgets and invoices, notarize documents, and document and report generation using MS Word / Excel / PowerPoint / Visio programs. Excellent written and verbal communications skills are required. 

 

RESPONSIBILITIES AND ESSENTIAL DUTIES

  • Administrative assistance to SVP primarily for management of calendar, travel and expenses.
  • General administrative support for VPs.
  • General office support, including travel, meeting arrangements, departmental requisitions/receipts, notarizations, and expense reports.
  • Manage DC office communications and new hire/contractor set-up support.
  • Generate critical reports required for internal and external use, including budget/purchase order/accounts payable summary reports, organizational charts, and project status reports.
  • Supports HSE integrity through management of office safety practices.
  • Accountable for the accuracy of the information relating to assigned work.
  • Communicates effectively and with integrity across key internal business clients and teams, both written and orally. 
  • Handles information of a confidential nature in accordance with Company policies and with the highest of ethical standards.
  • Manages multiple interactions within various levels of the organization including Senior Executive Team and their administrative staff.
  • Communicates and/or coordinates manager’s instructions with various individuals and/or departments.
  • The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the employee, as needed, and the scope of the job may change as necessitated by business demands.

 

KNOWLEDGE AND SKILLS: 

 

Knowledge:

Skillful in all Microsoft Office applications, including PowerPoint and Excel.  Strong analytical and technical IT aptitude skills preferred. Demonstrated proficiency in Hyperion and Oracle entry and reporting is preferred. Knowledge of the energy industry and familiarity with the environmental regulatory arena is a plus. Previous experience in supporting a VP or above, similar congressional or state legislative experience is preferable.

 

Skills:

  • Strong listening, communication, and interpersonal skills; pays attention to detail.  Seeks clarity in conversations to completely understand the information.
  • Ability to write concise and direct emails and/or letters that convey business information, RSVPs for events and/or provide information to others at the direction of the SVP/VPs.
  • Ability to manage several tasks at the same time, ensuring that tasks are completed and results are accurate and timely.
  • Ability to look ahead at activities and calendars to highlight potential conflicts, resolving them as needed and/or providing possible resolutions.
  • Effective at managing workload while controlling costs and improving quality.  Manages time efficiently and deals well with conflicting demands and priorities. 
  • Demonstrates respect for clients and team members; makes clear decisions in the face of conflicting priorities; able to use personal knowledge and judgment to fill gaps where there is insufficient data.
  • Takes the initiative to make changes in working methods to do things better, faster and more efficiently; able to think critically, solve problems independently and exercise excellent judgment and common sense.
  • Highly organized, detail-oriented, and able to manage multiple activities timely and with a high degree of accuracy. 
  • Proficient with Microsoft Office Suite (Word, Excel, Access, and PowerPoint), SharePoint, and Documentum, as well as Hyperion and Oracle Applications.

 

EDUCATION AND EXPERIENCE 

Education, Training and Certifications: High School Diploma or equivalent is the minimum requirement, however, some college coursework or progress towards a college degree is preferred; Notary public preferred.

 

Experience: Appropriate years of experience in a corporate administrative role. Previous experience in the energy industry and/or environmental field is a plus.

  • Senior – Five (5) to nine (9) years
  • Lead – Ten (10) or more years of experience 

Less years of experience would be considered if the experience is directly from a federal congressional, state legislative and/or government executive agency role. 

 

DIRECT REPORTS

There are no direct reports.

 

FREEDOM TO ACT

The Senior / Lead Administrative Assistant operates independently within approved guidelines and with minimum supervision and delivers pertinent information in a timely and accurate manner to superiors and management.

 

WORK CONDITIONS 

  • Subject to drug and alcohol testing, per applicable federal regulations or as required by the company.
  • Job is performed at a LNG terminal but is subject to time pressures and constraints and is often dependent on input from others. 
  • Occasionally, work may be performed from home, after normal work hours or on weekends. 
  • Business requirements may include periodic travel, including to operating facilities or Houston Corporate Headquarters.

 

ADA JOB REQUIREMENTS

Reasonable accommodations will be made to ensure that the essential functions of the job can be performed and not hinder the employee's performance due to physical or mental disability.

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