Administrative Assistant
Exxon Mobil - Houston, TX

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Key Tasks May Include:
Job Description
  • Provide Administrative Support for 2 Managers, 1-2 Supervisors and Workgroup of ~30 Staff :
Function as an Administrative Assistant, manage Management calendars, phone, and e-mail
Make and steward Domestic and International travel arrangements
Assist travelers with attainment of Letters of Invitations, Visas, and Work Permits
Assist travelers with attainment / renewal of US Passports
Prepare / submit Expense Reports for Managers / Supervisors
Perform quality check of Expense Reports being submitted for Manager / Supervisor approvals
Prepare and/or facilitate documents for signature
Prepare quarterly Foreign Corrupt Practices Act and International Boycott reports
Schedule meetings and work calendar issues; Manage reservations for conference room usage
Provide monthly updates to Drill Team Organization Chart, Phone and Address Lists, and Office Assignment Tracking Sheet including Furniture Key Inventory
Serve as Drill Team office space coordinator, including coordinating arrangements for moves
Maintain Drill Team Databases as specified
Assist Staff with Word, PowerPoint, Excel, Outlook, and Teleconferencing (phone, video-conference, web hosting, etc.) as needed
Manage Drill Team Procurement Card (P-Card); Maintain office supplies and shared workrooms, including office housekeeping, organization, common room enhancements, file rooms, etc.
Publish and distribute Drilling Programs, Procedures Manuals, Permits, Final Well Reports, etc.
Maintain Drill Team files (digital and paper), including auditable content (OIMS, CIMS)
Perform Fire Warden and Ergonomic Contact duties
Submit tickets (requisitions) to building services for any required maintenance or repairs
  • Track Section Payroll, Time-Writing, and Contractor Invoices
Prepare Drill Team bi-monthly Payroll Exception Reports (includes database entry and validation)
Review Drill Team Timesheets (TSP) prior to Manager / Supervisor approval
Create new jobs as required, including entry in SHARP and approvals
Create service and time-writing jobs in Triad and track expenditures; Supplement as required
Add job numbers to Timesheets
 Track Invoices; Follow-up with Consultants / Contractors when problems occur or to check status
  • Event Planning
Arrange logistics (catering, venue, special requests) for Drill Team meetings and events, including onsite Lunch & Learns, office celebrations (anniversaries, welcome/farewell lunches, recognition, etc), and annual department-wide teambuilding
Arrange for Contracts, as needed. Work with internal and external parties (e.g., restaurants, security, shipping/receiving, event services), as needed for event coordination.
Assist Manager / Supervisor with other hospitality, employee recognition, and customer relations activities, such as purchasing gift cards, small gift items, greeting cards, etc.
Calendar meetings and arrange meeting rooms and refreshments/meals (both internal and external venues) for Drill Team Staff members
Assist in the organization and coordination of function-wide activities
  • Prepare Arrival of New Drill Team Employees / Exit Check-List for departing employees
Arrange office set-ups and computers for new hires, interns, and visitors
Obtain security badges and AMEX cards
Facilitate New Arrival Check-List
Obtain access to LAN and Sharepoint files
Facilitate Exit Check-List for departing employees
  • Network with other Administrative Assistants; Coordinate with Administrative Assistant in Moscow
  • Execute miscellaneous activities that help keep the Drill Team running efficiently and effectively
Job Skills / Background / Software Requirements:
  • This position requires strong teamwork, interpersonal effectiveness, and communication skills in order to provide effective administrative support for a dynamic, semi-virtual team (Houston – Moscow), with significant level of inter-Departmental and inter-Company interaction.
  • Qualified candidates must be able to demonstrate ability to concurrently handle multiple types of activities, including administrative roles and technical duties while ensuring full business controls compliance. The ability to effectively prioritize, pay attention to detail, and focus on delivering results are required traits. Additionally, needs to be proactive and anticipate needs of Drill Team.
  • Competency is expected in the following areas:
Administrative – Document preparation, scanning, fax, copier, e-mail, filing (hard copy, electronic)
Database Management - Data collection and organization; Proficiency in MS Excel (software), other database experience is beneficial
Information Technology – Proficiency in MS Outlook (software), Sharepoint, teleconference technology (Netmeeting, Office Communicator, Live Meeting, iShare, survey tools)
Documentation - Proficiency in MS Word and PowerPoint (software); Technical writing skills (proof-reading for spelling and grammar, formatting); E-mail communications using Outlook are routine and professional (manages correspondence within ExxonMobil, affiliates, and partners).

ExxonMobil is an Equal Opportunity Employer Job Location Houston, TX CB*Office Location TX-Houston-North

Exxon Mobil - 23 months ago - save job
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