APPLY – SSH&E Administrative Assistant Portland

Wood is seeking an SSH&E Administrative Assistant to join our project team in Portland, TX to provide general administrative and basic technical support to the function.

Key Responsibilities

• Performs clerical and administrative duties for assigned department
• Prepares documents, correspondence, presentations and reports as assigned
• Edits and proofs for grammar, spelling, and clarity of expression, organization, and conformance to company specifications
• Proofs art or graphics and verifies that art and text agree; Compiles, copies, binds and distributes projects or coordinates outsourcing of production
• Enters data to maintain and update various databases and spreadsheets; Ensures data integrity by verifying input and calculations
• Uses standard templates for regular departmental activities, reports and presentations to maximize efficiency and reduce turnaround time
• Assists others by furnishing information and helping with basic problem resolution; Answers questions via phone or email and provides accurate and timely information; Takes accurate phone and verbal messages and ensures that messages are communicated in a timely manner
• Creates, runs and distributes standard periodic reports, to communicate follow-up requirements and to summarize reports, etc.; Maintains organized computer and/or hard copy files for easy identification and retrieval
• Assists others in office as needed including providing back-up reception
• Plans, coordinates and makes arrangements for on-site and off-site meetings conferences and special events
• Coordinates scheduling, travel for attendees, meeting materials, AV and catering arrangements; Ensures accurate and timely communication to involved parties.
• Performs other duties as required

• High school diploma or equivalent
• Knowledge of general office practices and procedures and an understanding of the organization related to the work
• Experience in an office environment using basic skills such as posting, checking, entering data and operating all types of office equipment
• Effective oral and written communication skills with good vocabulary, good grammar and the ability to independently compose routine written communications
• Good telephone etiquette
• PC skills with knowledge of MS Office and other departmental software programs
• Ability to maintain spreadsheets and modify formats in order to complete assignments and ability to recommend improvements
• Ability to pay close attention to details and present good planning, organization, and time management skills
• Ability to work effectively with interruptions and consistently meet or exceed production and quality goals
• Demonstrated ability to handle confidential or sensitive information or issues
• Ability to efficiently operate and perform basic maintenance and troubleshooting of all office equipment
• Must demonstrate ability to work in a team environment and willingness to assume additional or new responsibilities readily
• Ability to maintain regular attendance as per work schedule agreed with manager (may require working an adjusted work schedule based on project assigned and work overtime if warranted)
• Ability to comply with applicable laws and regulations, the Company’s Code of Business Conduct and other Company policies and procedures

Work Environment

• Spends 100% of time in an office environment

Physical Demands

• Regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear
• Occasionally required to stand; walk; and stoop, kneel, or crouch
• Must occasionally lift and/or move up to 25 pounds
• Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus