Administrative Assistant

Introduction

Brunel is seeking an Administrative Assistant for our major petrochemical client to provide day to day executive administrative assistance to the Director, Transformation and Central Office.

Responsibilities

• Monitor and manage the Central Office calendar, contacts, and appointments as well as coordinate with other admin assistants to resolve meeting conflicts and ensure availability of required participants
• Make scheduling/logistical decisions based on the needs of the Central Office
• Research and coordinate complex travel/logistical arrangements including international travel
• Handle routine and non-routine issues. Initiate appropriate action in the case of sensitive/urgent issues and at times participate in their resolution
• Create and format correspondence to meet business needs, including some preparation of materials for meetings, including executive-level meetings
• Gather, coordinate and issue information needed by leader and/or meeting participants and at times provide routine meeting facilitation
• Prepare and file expense reports for leader
• Provide information, guidance, and job tools to assist in utilizing existing systems, processes, and programs
• Participate in planning and execution of ad hoc administrative assignments and projects
• Provide input for system improvements or development
• Access, maintain, and operate systems to support departmental processes (e.g., SAP, Web, LAN, manuals, software packages); serve as a resource to others for problem solving/training/coaching in their operation
• Create/manage required paper/electronic filing systems for the leader and the team
• Order, receive, and maintain office and applicable operating supplies using established procurement processes

Requirements

• Minimum Grade 12 education plus 7+ years combination of applicable post-secondary education and related experience
• Previous experience supporting a Senior level executive in a fast-paced environment is preferred
• Excellent skills in Outlook, Excel, Word, PowerPoint, Teams, SharePoint, OneDrive, and internet searching tools. SAP experience would be an asset.
• Self-Motivated, independent thinker with drive/initiative. Confident and assertive
• Demonstrated organizational skills with a keen ability to understand priorities and preferences
• Ability to build relationships and maintain trust; and uses diplomacy, tact, and discretion in dealing with sensitive & confidential matters
• High level of judgment around matters affecting the CFO and other senior leaders
• Able to anticipate needs of the Central Office and respond in a fast-paced environment
• Ability to handle and maintain confidential company information

What We Offer

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