Senior Administrative Assistant

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Job description

Company Overview:
CB&I is the world's leading designer and builder of storage facilities, tanks and terminals. With more than 60,000 structures completed throughout our 130-year history, we have the global expertise and strategically-located operations to provide customers world-class storage solutions for even the most complex energy infrastructure projects.

Overview:
The Senior Administrative Assistant is an experienced professional, individual contributor role. Responsible for supporting the smooth functioning of the department by taking care of administrative tasks, allowing senior managers to focus on strategic and high-value activities.

Responsibilities:
Calendar Management: Efficiently manage the Director's calendar, prioritize appointments, schedule meetings, and ensure effective time management.

Meeting Coordination: Assist in scheduling and preparing for meetings, including booking conference rooms, arranging necessary equipment, sending invitations or meeting requests, and liaising with participants.

Document Preparation and Management: Draft, review, and format documents, presentations, and reports on behalf of the Director. Ensure accuracy, consistency, and professionalism in all written materials.

Communication Liaison: Act as a primary point of contact between the Director and internal/external stakeholders. Screen and direct phone calls, inquiries, and requests, handling them with professionalism and confidentiality.

Travel Arrangements: Organize all aspects of travel for the Director, including making flight and hotel reservations, coordinating ground transportation, and preparing travel itineraries.

Meeting Support: Attend meetings and take accurate minutes, recording key discussions and action items. Prepare and distribute meeting agendas, materials, and follow-up reports as required.

File and Information Management: Establish and maintain a systematic filing and document retrieval system. Ensure all files, both physical and electronic, are organized and accessible for easy reference.

Project Support: Assist the Director with various projects, including gathering data, conducting research, preparing presentations, and coordinating project-related activities.

Confidentiality and Data Protection: Handle sensitive and confidential information with the utmost discretion and maintain strict confidentiality in all matters related to the Director's office.

Relationship Management: Build and maintain positive relationships with internal and external stakeholders, representing the Director's office professionally and effectively.

Office Administration: Provide general administrative support, such as ordering office supplies, monitoring office equipment, coordinating facility maintenance requests, and managing incoming and outgoing mail.

Special Events and Initiatives: Support the planning and coordination of special events, team-building activities, and other initiatives to foster employee engagement and a positive work culture

Local Requirements:
Efficient consolidation of reports and data, ensuring accurate and streamlined information for senior managers.

Effective filing and organization of documents, ensuring easy retrieval and accessibility of important information.

Proficient in drafting, reviewing, and sending communications on behalf of senior managers, maintaining professionalism and consistency.

Responsible for recording and managing meeting minutes, ensuring accurate documentation and follow-up on action items.

Effective calendar management and invitation sending, ensuring smooth scheduling and coordination of meetings and appointments.

Skillful in managing expense reports, ensuring timely and accurate reimbursement processes.

Proficient in handling travel and transportation bookings, ensuring smooth logistics for business travel.

Expertise in social activity coordination, including ordering lunch and organizing events, fostering team collaboration and engagement.

Qualifications:
Uses specialized knowledge and skills typically acquired through advanced education (3-4 year University degree.

Minimum of 2-3 years of experience in similar capacity with experience in dealing with senior management.

Skills and Behaviors:
Excellent written and verbal communication in English is a must.

Exceptional writing, editing, and proofreading skills.

Time management skills and able to handle competing priorities.

Attention to detail.

Comfortable interacting with senior management

Organizational Skills and ability to multitask.

Microsoft Office (Excel, Word, PowerPoint) - Intermediate to advanced level required.

Minimum Diploma; preferred University Graduate

Minimum 2-3 years of experience - preferably in similar industry

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