Administrative Assistant III

Key Responsibilities

• Manage complex calendars, schedule meetings, and coordinate appointments for leadership and project teams.
• Arrange and manage domestic and international travel, including itineraries, time zone coordination, visa and passport requirements, and travel documentation.
• Prepare and submit expense reports, invoices, procurement requests, and related administrative documentation.
• Coordinate workshops, team meetings, events, offsite meetings, and other project-related activities.
• Maintain accurate records, files, databases, and documentation in compliance with organizational standards and business controls.
• Support document management, reporting activities, and general project administration.
• Assist with employee onboarding and offboarding activities, including workspace coordination, system access requests, equipment arrangements, and orientation logistics.
• Collaborate with internal departments, vendors, contractors, and external stakeholders to ensure smooth operations.
• Provide administrative support to multiple team members and leaders while adapting to changing priorities and deadlines.
• Serve as a dependable point of contact and maintain a high level of professionalism in all interactions.

Required Qualifications

• 5+ years of experience in a dedicated Administrative Assistant role supporting professionals, managers, or project teams.
• Strong experience managing complex calendars and coordinating travel arrangements.
• Experience processing expense reports, invoices, and administrative records.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, or similar collaboration tools.
• Excellent verbal and written communication skills.
• Strong organizational, multitasking, and time-management abilities.
• High attention to detail and commitment to accuracy and compliance.
• Ability to build effective working relationships with employees at all levels of an organization.
• Demonstrated flexibility, adaptability, and problem-solving skills in a fast-paced environment.
• Ability to work independently with minimal supervision.

Preferred Qualifications

• Experience supporting project-based teams or large capital projects.
• Experience coordinating events, workshops, team meetings, and offsite activities.
• Familiarity with enterprise systems used for project controls, procurement, scheduling, or expense management.
• Administrative certifications or professional training.
• Experience in industrial, engineering, construction, manufacturing, or energy-related environments.

Work Environment

• Fully on-site position, Monday through Friday.
• Standard business hours with some flexibility based on business needs.
• Fast-paced, collaborative environment supporting long-term project activities.
• High-visibility role requiring professionalism, dependability, and strong customer service skills.