Team Assistant
Job Reference 1192061 Location Anchorage , Alaska, United States Industry Oil & Gas - Onshore Gas Function Administration Job Type Contract Date Added July 28, 2023 Team Assistant Provision of high-level team assistant (TA) support to respective executives and team members.
Various functions as assigned; work collaboratively with the other TA's and independently in support of overall business objectives.
Scope of Work Proactive calendar maintenance, reflecting the current priorities, and business support for the respective business function executive and team members.
Manage and direct inquiries and requests as appropriate.
Provide customer-centric service and seamless delivery to all members of team and BU aligned with our Santos Values.
Schedule and organize meetings and workshops including (onsite and offsite):
book conference rooms, prepare agenda, proactively confirm, order and coordinate catering, format and collate papers.
Attend meetings to capture minutes and actions and maintain an action tracker that reflects progress to completion.
Ensure conference rooms equipment is turned off and room is cleaned/returned to ready for use condition at the end of the meeting.
Administrative support, coordination, production and distribution of business documents for leadership and other relevant team members.
Arrange and coordinate all details for virtual and in person meetings across various time zones for internal and external stakeholders.
May include greeting external visitors at Benson Building security office and escorting them to and from the necessary location.
Process business expense reconciliations and code invoices in adherence to company policies in a timely manner.
Coordinate on-boarding and off-boarding of team members, including desk set up, and completing onboarding and offboarding checklists.
Provide other general administrative support and duties as assigned, including but not limited to:
travel management, ordering office supplies, bindings, special mailing projects, ordering business cards, provision of support in Crisis, Emergency and Incident Management, updating and maintaining accountability logs, create files/folders/labels and complete other duties as required.
Shared Team Assistant Responsibilities Collaborate with TA network through the aligned execution of the following
Responsibilities:
Share in the stocking of the cafs (organized by Executive Assistant) and in the planning and implementation of BU wide events.
Share in answering the Santos Alaska main phone line in a consistent manner and communicate message to the appropriate parties.
Plan, coordinate and deliver logistics required for successful team event.
Serve as a back up to the designated TA when they are out of office.
Skills & Qualifications Consistently demonstrates a high degree of accuracy Proven time management and organisational skills, with the ability to work well under pressure of multiple deliverables within tight deadlines High level of maturity and discretion necessary to liaise directly with Executive Management, and external contacts both locally and internationally Ability to work independently, but with a strong team, collaborative and customer focus High-level problem-solving skills and pro-active attitude Strong communication and interpersonal skills essential for this role A high degree of proficiency in the use of Outlook, Word, Excel and PowerPoint Experience Minimum eight years secretarial experience providing support to senior executives in large organizations Prior industry experience is desirable, but not essential Recommended Skills Administration Business Planning Communication Coordinating General Administrative Support Incident Management Estimated Salary: $20 to $28 per hour based on qualifications.
Various functions as assigned; work collaboratively with the other TA's and independently in support of overall business objectives.
Scope of Work Proactive calendar maintenance, reflecting the current priorities, and business support for the respective business function executive and team members.
Manage and direct inquiries and requests as appropriate.
Provide customer-centric service and seamless delivery to all members of team and BU aligned with our Santos Values.
Schedule and organize meetings and workshops including (onsite and offsite):
book conference rooms, prepare agenda, proactively confirm, order and coordinate catering, format and collate papers.
Attend meetings to capture minutes and actions and maintain an action tracker that reflects progress to completion.
Ensure conference rooms equipment is turned off and room is cleaned/returned to ready for use condition at the end of the meeting.
Administrative support, coordination, production and distribution of business documents for leadership and other relevant team members.
Arrange and coordinate all details for virtual and in person meetings across various time zones for internal and external stakeholders.
May include greeting external visitors at Benson Building security office and escorting them to and from the necessary location.
Process business expense reconciliations and code invoices in adherence to company policies in a timely manner.
Coordinate on-boarding and off-boarding of team members, including desk set up, and completing onboarding and offboarding checklists.
Provide other general administrative support and duties as assigned, including but not limited to:
travel management, ordering office supplies, bindings, special mailing projects, ordering business cards, provision of support in Crisis, Emergency and Incident Management, updating and maintaining accountability logs, create files/folders/labels and complete other duties as required.
Shared Team Assistant Responsibilities Collaborate with TA network through the aligned execution of the following
Responsibilities:
Share in the stocking of the cafs (organized by Executive Assistant) and in the planning and implementation of BU wide events.
Share in answering the Santos Alaska main phone line in a consistent manner and communicate message to the appropriate parties.
Plan, coordinate and deliver logistics required for successful team event.
Serve as a back up to the designated TA when they are out of office.
Skills & Qualifications Consistently demonstrates a high degree of accuracy Proven time management and organisational skills, with the ability to work well under pressure of multiple deliverables within tight deadlines High level of maturity and discretion necessary to liaise directly with Executive Management, and external contacts both locally and internationally Ability to work independently, but with a strong team, collaborative and customer focus High-level problem-solving skills and pro-active attitude Strong communication and interpersonal skills essential for this role A high degree of proficiency in the use of Outlook, Word, Excel and PowerPoint Experience Minimum eight years secretarial experience providing support to senior executives in large organizations Prior industry experience is desirable, but not essential Recommended Skills Administration Business Planning Communication Coordinating General Administrative Support Incident Management Estimated Salary: $20 to $28 per hour based on qualifications.
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