Sr. Administrative Assistant(1506)

POSITION OVERVIEW:
The essential function of this position is to provide high-level administrative, secretarial and clerical duties for the assigned department-level manager or executive. This position requires initiative in being able to anticipate the needs of the manager or executive and all duties require a high degree of confidentiality.

This position is assigned to all Vice Presidents salary code 19 and above Professionals or Program Managers who manage more than one project located at diverse geographic location or for incumbents assigned to more than one Department Manager.

Responsible, under the general direction of the assigned management-level or executive, to provide high level and highly skilled administrative and secretarial/clerical support. Responsible for typing, transcription and other routine secretarial duties, for coordinating arrangements for business trips, meetings, conferences and management presentations. Provides secretarial services to visiting Saudi Aramco personnel as required. Maintains corporate minutes and records and other highly sensitive materials. Maintains appointment calendar and resolves scheduling problems. Deals tactfully with visitors and telephone callers, screening and referring matters to ASC personnel as required.

PRINCIPAL DUTIES:

• Provides skilled secretarial support to executive in assigned Department.
• Opens, reads and prioritize incoming mail. Handles routine requests on own initiative.
• Composes transmittal letters and replies to routine correspondence.
• Provides typing services to the Manager, and to subordinates and visitors as required. Takes and transcribes dictation, using shorthand or fast longhand, dictaphone or other means preferred by the executive.
• Maintains appointment calendar, resolves schedule conflicts, and schedules meetings as directed.
• Coordinates planning and logistics for business trips, conferences and large meetings, ensuring that all arrangements are complete and of acceptable standards.
• Receives visitors and phone calls, tactfully determines the nature of the call, and refers to appropriate individual or handles the business personally.
• Prepares and maintains confidential company documents such as minutes, management information items, letters and memos.
• Maintains organized filing system for the executive's correspondence, files and other records.
• Calculates and submits expense reports.
• Utilizes PC's, or accesses mainframe computer through remote terminal to input or download data for management use.
• Performs other administrative and support duties as directed by the executive, manager or director.
• Supports the department with customer marketing events with multiple tasks including invitations, guest list management, etc.

MINIMUM REQUIREMENTS:

• High school diploma or GED. Associate's degree or equivalent from a two-year business or trade school is preferred. CPS designation is considered ideal, but not required.
• Eight (8) years secretarial experience. Previous experience in supporting high-level managers, directors or executives is preferred. Proficient in all MS Office applications.
• Must be able to communicate in and comprehend English (including, spelling, grammar, vocabulary and punctuation) at a level required to perform the job as outlined. Polished telephone etiquette.
• Function in situations requiring tact, discretion and good judgement. Excellent human relations skills. Must possess good work habits, a strong work ethic, and be able to adhere to company work hours, policies, and standard business etiquette.
• All other duties and tasks as assigned by the Marketing Department Director.

NO THIRD PARTY CANDIDATES ACCEPTED; THIS POSITION IS EXPECTED TO LAST 12 MONTHS OR AS OTHERWISE STATED.