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Administrative Support

Houston, TX 77042

Posted: 08/17/2022 Employment Type: Contract Job Category: Administrative Job Number: 477421 Is job remote?: No Country: United States

Job Description

Specific Responsibilities May Include:
  • Providing support for a wide range of administrative duties with a professional executive presence.
  • Professionally handling sensitive and confidential information and will maintain confidentiality under all circumstances.
  • Scheduling conferences, arranging and setting up conference rooms, arranging meals, and attending to needs of outside visitors.
  • Making travel arrangements, preparing itineraries, preparing travel visa applications, and managing calendars.
  • Preparing, proofreading, finalizing and submitting documents to government entities as required.
  • Understanding the basic organizational structure and roles within the department and company.
  • Interacting professionally with external business contacts, reliably answering & returning phone calls, escorting visitors, and understanding basic roles of the staff groups so callers can be referred to the right people.
  • Creating, revising, analyzing, proofreading and distributing various types of documents, briefing materials, presentations, and spreadsheets (Microsoft Excel, Tableau, Word, PowerPoint, Outlook).
  • Assisting with analysis of documents or spreadsheet data - examples include external benchmarking, rule summary, and budget tracking.
  • Preparing monthly and quarterly executive briefing booklets in preparation for trade association meetings.
  • Managing and prioritize email and calendar for lead manager.
  • Organizing and managing the records cataloging system; facilitating and promoting the ongoing and annual records organization (Document Retention Management).
  • Creating, managing and maintaining various SharePoint, Live Link, Intranet, and other information sites.
  • Managing office supply inventory and order supplies as needed and within budget.
  • Distributing mail and arrange shipment of packages.
  • Working in web-based software applications, assisting with setup of new employee office/phone/IT equipment/orientation, and assist existing employees with similar needs.
  • Invoice submissions in SAP.

Position Requirements

Basic/Required:
  • Legally authorized to work in the job posting country
  • High school diploma/GED
  • Intermediate level of proficiency in Microsoft Office: Word, Excel and PowerPoint; Outlook, and SharePoint
  • 5 or more years of experience in administrative support

Preferred:
  • Advanced level of communication skills, both verbal and written
  • Ability to prioritize, multitask and follow up in a multifaceted work environment, including managing unplanned/critical tasks at the same time
  • Excellent interpersonal and organizational skills and ability to communicate effectively as this job requires frequent interface with all levels of management and representatives from external organizations
  • 10 or more years of experience in administrative support
  • Delivers results on time with high quality standards
  • Strong work ethic; takes initiative to take on and learn new tasks
  • Strong knowledge of records management and willingness to apply to organization
  • Experience in assisting with email management
  • The ability to build networks in an organization
  • Working knowledge of Office 365, SAP, Live Link, SharePoint, and CATS, and other essential systems
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Although this hasn't been an issue at The Planet Group, the staffing industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly and never provide banking information during the application process. Candidate safety is a top priority at The Planet Group.