Administrative Assistant

Job Duties:

Managing the managers' calendars so that time is used effectively and efficiently - including planning work projects and scheduling appointments with personnel inside and outside Company, including members of the AK Leadership Team, global Business Units, and other internal and external meetings
o   Understanding the purpose of trips so that arrangements can be made to optimize their time in meeting with managers, employees, and outside companies
o   Understanding corporate travel policy; passport and visa requirements, travel advisories and required immunizations for international travel
o   Maintaining regular contact with the managers during travel periods to communicate and initiate appropriate travel changes and advise of other issues requiring attention
·         Understanding the manager's plans and objectives, reading and interpreting activities and proactively anticipating opportunities that assist in meeting the plans and objectives across several time zones
·         Perform SAP Security Coordinator role including access request submissions, monitoring, troubleshooting, and compliance related activities such as User Access Review semiannually.
·         Proactively coordinate all office and administrative support duties including filtering email, as appropriate, answering the telephone, directing calls to others as appropriate, making arrangements for visitors, expense reports, timekeeping, invoice processing and coding, record management and other corporate administrative needs
·         Manage floor office supplies, office moves, be a travel coordinator for North Slope travel, prepare travel and expense reports, and distribute mail
·         Assist with weekly report documentation and schedule department meetings
·         PowerPoint slides and transcription
·         Prepare and maintain "on-boarding" materials for incoming employees including office procedures, ergonomic evaluation, desk and office equipment, arranging initial safety training, badging, and other support as appropriate
·         Prepare and distribute documents/presentation materials for meetings as required; including document formatting, data sorting in excel, editing PowerPoint presentations and document formatting.
·         Coordinate logistics and hospitality for all external visitors to the floor
·         General floor admin duties such as securing calendars, managing facility work order requests
·         Coordinate community service events such as United Way, Day of Caring event, and other company functions for supported groups
·         Provide back-up coverage on an as-needed basis for other Administrative Assistants and SAP Security Coordinators
·         Provide feedback and input to the managers when needed
·         Other projects and/or ad hoc requests as they arise

Qualifications
Basic/Required: 

 Must be legally authorized to work in the United States on a full-time basis for anyone other than current employer
·         5+ years of experience as an administrative assistant
·         Intermediate proficiency in Word, Excel, Outlook and PowerPoint
 Preferred:3+ years direct administrative support of Digital Technology/IT and/or Capital Projects teams
3+ years of experience organizing and prioritizing numerous tasks, multitasking, and working under pressure within tight timelines, with limited direction
1+ years of experience handling confidential information with the utmost discretion
Basic knowledge of SAP
Takes ownership of actions and follows through on commitments by holding others accountable and standing up for what is right
Builds effective solutions based on available information and makes timely decisions that are safe and ethical
Builds positive relationships based on trust and seeks collaboration across organizational boundaries to achieve goals
Listens actively and invites new ideas for shared understanding, then influences and acts to drive positive performance and achieve results
Drives thoughtful and pragmatic change, encourages innovative thinking and continuous improvement, and models adaptability through resourcefulness, flexibility, and positivity

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.