Administrative Assistant

Location

Houston, TX | United States

Job description

Essential Duties And Responsibilities Maintain calendar and contacts in Outlook Schedule and coordinate meetings including making travel arrangements Prepare of and other leaders monthly expense reports in Concur system and submission to senior management for approval Review of direct reports expense reports and time reporting Serve as department liaison with Service Desk/IT/HR when systems and equipment issues arise that impede employee work completion Manage weekly out-of-office calendar for division employees Gather monthly highlights and compile division highlight report Act as division “super-user” for MarketPlace billing system Ensure timely coding and submission of department invoices, including subscription, consulting, legal, and other various services and provide administrative support for the process flow of invoices through vendor payment Act as SharePoint Administrator – grant access to S/P, update home page, create folders or libraries as necessary General administrative duties such as handling phones, copies, faxes, scans, mailings, service desk requests, supply orders, etc. Maintain physical and digital records, including electronic filing of supply and other term contracts Act as mobile device POC Initiate and track new hire and employee office and equipment moves, coordinate office moves Schedule and coordinate interviews for outside candidates including coordinating travel with travel agency Train employees on Concur, eTime, WebEx, DOA, SmartSheets, etc. Coordinate building activities, holiday lunches, executive visits, quarterly update meetings, etc. Provide additional support where needed within the departments Act as resource for division on company policies and general knowledge Education and/or Experience, Knowledge, Skills & Abilities: High school graduate or equivalent 2 + years using computer systems, basic office equipment and working with multiple levels in an organization Enthusiastic, personable, professional, and positive attitude with capability to deal directly with people Solid time management skills, critical thinking capability, ability to handle multiple projects, meet deadlines, and function independently and efficiently in a fast-paced and demanding environment Strong attention to detail Problem solving and research skills, with ability to recognize issues and source solutions Ability to communicate clearly, verbally and written Excellent organizational skills and work ethic Flexibility with ability to work in a team setting supporting several people Professionalism in representing senior executives Must be able to maintain a high level of confidentiality Functional knowledge of Microsoft Office software: Outlook, Word, Excel, PowerPoint Preferred Qualifications College degree or some college experience 5+ years as an administrative assistant or equivalent Experience with Adobe Pro, Visio, a plus. Knowledge of SharePoint, Concur, SAP, OpenText, TM1, or any advanced data management or accounting software Notary Public

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