The Bergaila Companies

  • Administrative Assistant I

    Posted Date 4 days ago(12/13/2018 5:07 PM)
    Job ID
    2018-4766
    Location : City
    Houston
    Location : State/Province
    TX
  • Overview

    We are currently seeking a Administrative Assistant I for a contract opportunity with a prominent multinational chemical company in Houston, TX. 

    Responsibilities

    The Administrative Assistant is responsible for performing administrative duties in support of the Corporate HSE department. This position will work as a critical member of a dynamic and fast-paced team by working with team members to achieve department goals which ultimately ensure the company is providing a safe product to its customers. This position reports to the Director of Global Product Safety and is based in Houston.

     

    Day to day duties include:

    - Word processing, developing spreadsheets and databases and completing complex graphical presentations.

    - Managing calendars, mail and e-mail, phones, prepares reports, responds to correspondence, coordinates meeting details, and provides presentation materials.

    - Coordinating and over sees travel arrangements & expense reporting, manages a significant level of expenditure for toxicology consultants and projects including generation of POs and requisitions in SAP and processing of invoices.

    - Supporting medical policy application reviews, monitors budgets, data gathering, statistical evaluations, expense reports, vendor payments and records management and filing.

    - Complete word processing, graphical, spreadsheet and database assignments as requested.

    - Screen mail, e-mail and phone calls.

    - Manage multiple calendars.

    - Coordinate internal and external meetings and conferences, including travel, hotel, food service.

    - Prepare, revise and troubleshoot reports and presentations.

    - Coordinate, book and revise travel plans as requested.

    - Manages POs, requisitions, and invoices for toxicology consulting and services and other department initiatives

    - Manages budget tracking

    - Supports Medical Sales Policy application reviews

    - Understand the operations and workflow of the department and company.

    - Prepare, update and organize department procedures (particularly those that relate to this position).

    - Prioritize and re-prioritize work to meet deadlines, new work and changing requirements.

    - Be the focal point for stakeholders to contact for information (does not need to know everything, but just who to contact).

    - Organize the day to day work of the department to ensure consistency and continual improvement.

    - Maintain confidentiality of all work product.

    - Document management, scanning and filing.

     

    Qualifications

    - 1-5 years administrative experience.

    - High School Diploma required. Bachelor's Degree optional but preferred.

    - Proficient in personal computer skills, including Microsoft Word, Excel, PowerPoint, and other word processing, graphs, spreadsheets, database and Outlook software; proven analysis skills required.

    - Experience creating requisitions, purchase orders, etc. in SAP required

    - Documentum is preferred

    - Excellent interpersonal skills; able to communicate and coordinate workflow assertively and diplomatically at all levels of the organization, especially at the senior manager and executive level.

    - Able to work independently and to initiate administrative improvements; needs limited guidance from supervisor.

    - Organizational skills to manage workflow & projects effectively and timely.

    - Anticipates and proactively addresses needs

    - Able to manage & prioritize multiple projects.

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