Administrative Assistant - Oil, Gas, & Chemical

Position Overview

The primary focus of the Administrative Assistant role is to provide a wide range of executive administration support to our managers. To execute this role effectively, the assistant should be a proactive, flexible, adaptable, and self-motivated team player with a high degree of situational awareness, basic technical proficiencies, and an ability to work independently. 

This role continually requires a high degree of autonomy and collaboration within multiple projects and departments.  Administrators must be able to work effectively in complex and demanding EPC environments while upholding the company’s standards and values. They also must exhibit discretion when dealing with confidential matters for executives and consistently maintain a professional, approachable demeanor.
 

District Overview

Kiewit Energy was established to better serve the diverse and expanding energy market. Kiewit Energy provides cohesive engineering, procurement and construction services to the oil, gas, refining, chemicals, petrochemicals, biofuels, and other process industries across North America. As a solutions provider to our clients, we focus on providing integrated schedules, realistic construction estimates, and construction driven execution planning. 

Location

This position will be based at our Energy Corridor office in Houston, TX. 
 

Responsibilities

•    Provide administrative support to the estimating team. 
•    Coordinate and arrange meetings, meeting invitations, reserving, and preparing facilities and resources, and arranging offsite meetings as requested, inclusive of ordering food/drinks for meetings as necessary
•    Maintain contact lists and department calendars in Outlook.
•    Manage and reconcile expense reports for meals, travel arrangements, teambuilding activities, and other expenditures.
•    Maintain various logs, reports and templates.
•    Maintain a working knowledge of standard software/technology (including I-Pad, etc.).
•    Greet scheduled visitors and direct them to appropriate area or person.
•    Assist managers with planning and scheduling of activities, as needed.
•    Maintain and update distribution lists used for building, district and department communications
•    Format technical documents, weekly and monthly reports, meeting notes, etc. as required.
•    Be the main point of contact for all new hires and transfers coming into the group.

•    Develop and/or refine presentation materials including Microsoft Office products such as Word, Excel, PowerPoint, or Visio.

Qualifications

•    Excellent communication skills (verbal and written) 
•    Proficiency in Microsoft Office products including Word, Excel, Outlook, Teams, PowerPoint, Visio, and SharePoint
•    Experience and ability to navigate and adapt to various online platforms 
•    Deadline-driven with a sense of urgency
•    Able to take direction and provide timely feedback on progress of tasks
•    Exceptional attention to detail, organized, ability to recognize discrepancies, and active listening skills
•    Strong emotional intelligence and interpersonal skills
•    Excellent organizational and time management skills
•    Ability to multi-task and prioritize
•    Ability to work independently, as well as part of a team