Administrative Assistant

Job Overview:

Reporting to the Administrator Supervisor supporting the local senior executive team. Building strong partnerships and relationships with stakeholders to deliver excellent customer centric business support across all functions and levels of the leadership. This role requires an individual who can work autonomously and is focused on a tailored support service.

Key Tasks and Responsibilities:

• Creating and maintaining the project’s electronic folders, filing and admin systems (e.g. BOX, SharePoint etc)
• Preparing reports and presentations using MS Office applications
• Organise regular team meetings
• Taking, formally capturing and distributing minutes of meetings
• Arranging hospitality, lunches, and events
• Requisitioning of stationery, office equipment
• Compiling team reports on a weekly, bi-weekly and monthly basis where necessary, and arranging the review and distribution of the reports
• Write and edit text – such as, but not limited to, letters, memos, reports
• Arrange all travel administration including arranging flights, accommodation, local transport, meet & greet, visas, health, safety and security
• Compiling and verifying expense reports to comply with company policy and issue to Accounts Payable
• Compiling and verifying allowance forms to comply with company policy and issue to HR
• Organising set-up requirements for new starters including IT equipment, software, inductions, desk allocation etc
• Managing hot desking arrangements in the office
• Book, manage and maintain meeting room and teleconference bookings
• Arrange back up coverage when out of office or on vacation
• Visitor meet & greet
• Book marketing events / social events according to team requirements
• Work closely with Procurement for office orders (furniture, AV items, etc)
• Build positive relationships with colleagues to ensure effective communication and support is gained
• Communicate using appropriate media to provide information; to share knowledge; to keep colleagues informed of progress and to respond to enquiries within your remit
• Ensure tasks are carried out in accordance with documented policies, plans, procedures, and instructions
• Embrace McDermott’s Quality Systems and ensure action items resulting from management's review of the Quality System are implemented within given time frames
• Comply with all Company procedures
• Maintain an up-to-date understanding of McDermott’s operating systems
• Promote a positive Company image at all times
• Uphold the Company’s Vision, Mission and Values Statement and Corporate Goals
• Adhere to the Company’s Ethics Policy Statement be trustworthy, maintain a high ethical standard and adhere to the Code of Business Conduct
• Accept personal responsibility for and adhere to the Company’s QHSES Policy and Procedures, Substance Abuse Policy and to raise matters of concern to the Company

Essential Qualifications and Education:

• Minimum A Level standard required one of which must be English
• Preferred but not essential Have had experience as an Administrator to Senior Management (Director or VP level)Experience in MS Office, (Excel, Word and
• PowerPoint) and SharePoint
• Key Attributes
  • Helpful nature with a positive can-do attitude
  • Pro-active approach and full of energy
  • Comfortable dealing with a wide range of people of all levels and backgrounds, approachable with strong communication and listening skills
  • Flexible and adaptable to change in business demands & priorities
  • Exceptional administration skills and an eye for accuracy and detail
  • Prepared to go the extra mile when required

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