Executive Assistant

BBBH41568
Negotiable
Houston, Texas


POSITION SUMMARY
This position provides professional administrative support services to the VP, Gulf of Mexico, Head of Reliability Operations, and Head of Facilities and Projects and their associated teams.
ROLES & RESPONSIBILITIES

  • Provide administrative support including calendar management, travel arrangements, meeting support and expense reporting.
  • Serve as point of contact with Office Services. Coordinate office, file, and equipment moves. Arrange workspace setup for new employees, contractors, and visitors. Submit facility maintenance requests. Assist Office Services with maintaining floor plans.
  • Serve as point of contact with IT Infrastructure Services. Coordinate acquisition, transfer, repair, and removal of IT equipment, including desktops, laptops, printers, copiers, and smartphones. Coordinate network and SAP account setups and security approvals. Track and manage smartphone device distribution and service plan subscriptions. Work with managers to minimize costs by optimizing service and calling plan selections.
  • Serve as point of contact with Supply Chain for routine purchasing matters. Coordinate setup and release of purchase requisitions. Investigate and resolve invoice processing, payment, and coding issues.
  • Order office supplies and maintain inventories.
  • Assist employees in preparing for travel, working with Travel Services to optimize arrangements.
  • Assist in preparing expense reports. Provide guidance on Travel & Entertainment (T&E) policy and process and systems training to new employees. For some leaders, prepare and scan receipts for attachment.
  • Coordinate reproduction of publications with in-house Reprographics department and outside graphics services providers.
  • Plan, organize, and coordinate team functions, including out-of-town visitor entertainment, recognition socials and dinners, retirement and significant anniversary celebrations, and Town Hall meetings. Assist with planning, organizing, and coordinating any events.
  • Assist teams in organizing meetings. Extend meeting invitations and work with attendees to resolve conflicts. Coordinate snack and lunch deliveries. Coordinate transportation and arrival logistics with outside visitors. Greet visitors in the lobby and escort to the meeting location. Facilitate usage of AV equipment and coordinate resolution of technical difficulties.
  • Provide support to Incident Management Team for Gulf of Mexico as required and serve as Floor Fire Warden.


QUALIFICATIONS

  • Minimum 8 years of work experience as an Executive Assistant, Sr. Administrative Assistant or Office Coordinator
  • Highly organized, detail oriented and high level of accuracy
  • Exceptional team player and easily adaptable.
  • Exceptional communication skills with experience interacting with senior level executives
  • Possess a high level of initiative, pro-activeness, and resourcefulness
  • Resilient and flexible with ability to manage competing demands
  • Experience and sensitivity handling confidential information
  • Proven teamwork, interpersonal and relationship management skills
  • Intermediate or advanced proficiency in Microsoft 360 suite including Teams.
  • Willingness to work overtime if required when meeting deadlines
  • Strong investigation and analysis skills
  • Presentation skills, preferred

About Petroplan

Petroplan is the trusted, specialist global Talent Solutions partner of choice for employers and professionals in the Energy sector. Since 1976, Petroplan has been here to help people like you make the most of the opportunities available and find the best fit for you as an individual.

Over 10,000 placements in more than 55 countries for over 550 clients across 65 disciplines.

In an industry where skilled and experienced professionals are increasingly sought after resource, we appreciate the true value of what you have to offer. What's more, we understand that different things are important to different people in today's world of work - it's about making exactly the right connections for you as an individual.

Our reputation for contractor and candidate care, understanding what makes you tick, and finding you the best match is second-to-none. We understand the industry inside-out and seek to understand YOU and your motivations in the same way. We take the time to evaluate your individual strengths, understand the most important things to you, and establish exactly what you're looking for from your next role.