The posting
Job Summary:
This position supports the leadership team and is responsible for performing a variety of administrative and supervisory duties to ensure the smooth and efficient operation of the clerical support function of the corporate office. Typically manages record-keeping, document preparation, mail distribution, reception, bill or invoice processing, maintenance services, project coordination/scheduling, and other related internal operations. Discretion and good judgment are required in this position; the position must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Executive Team, Board of Directors, and leaders that report to the executive team.
Essential Duties and Responsibilities:
- Meetings/Travel: Manages an active calendar of appointments for Key’s Leadership Team. Schedules, organizes, and coordinates meetings and conferences in concert with Human Resources to address any ADA compliance needs. Arranges complex and detailed travel plans, itineraries, and agendas, and compiles documents for related meetings.
- Coordination: Serves as a “gatekeeper” for the Leadership team. Prioritizes conflicting needs; handles matters expeditiously and proactively, and follows through on projects to successful completion, often with deadline pressures. Research, Correspondence, Communication, and Record Keeping: Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Leadership Team. Prepares company correspondence as directed by Leadership. Composes routine and more complex written correspondence, some of which is confidential in nature, along with presentations, newsletter pieces, and reports. Screens incoming correspondence and responds to routine external correspondence when directed. Responsible for vetting, attaining required approvals, and sending Company wide communications.
- Finance: Prepares expense reports, purchase requisitions, payment requests, and other standard forms and documents. Reconciles credit card purchases, including tracking purchases, reconciling monthly statements, obtaining signatures and receipts, and a submitting to accounting.
- Other: Serves as the administrative liaison between the Leadership Team and Board of Directors (BOD), including responding appropriately to all information requests from the BOD and communicating with the BOD as necessary. Assists in the planning and coordination of all Board (including Committee) meetings; maintains up-to-date board contact information; handles logistics (e.g., call-in information, travel, accommodation, meeting venue, food) for Board members attending Board meetings; prepares and distributes Board books and related materials. Maintains discretion and confidentiality in relationships with the leadership team and all BOD members. Assists Recruiting & Retention team with fostering a fun and supportive organizational environment while encouraging event participation across departments. Ability to plan and execute projects with many moving parts.
- Office Management: Manages day-to-day office operations, including administration, kitchen, and supply stocking, booking conference rooms, postage/shipping, office inventory, and organizing workspaces. Work with the facilities team with office space planning, logistics or moves, and monitor office security badge access to ensure safety, security, and proper maintenance. Organizes office workflow by scheduling and coordinating staff, communicating essential information, and organizing/planning meetings and events with internal and external parties. Manages company telephone line, face-to-face, and mail communications with internal and external contacts at all levels. Develops, implements, and documents service requests and purchase requests to ensure the provision of efficient and cost-effective services. Assists in developing and maintaining well-organized administrative files.
- Other duties as assigned.
- Bilingual - English/Spanish is a PLUS.
Required Qualifications:
- 5 to 10 years of work experience in office administration, administrative support or a directly related area, with some supervisory experience or training preferred.
- Good organizational and multi-tasking skills.
- Knowledge of basic computer skills and Microsoft Office Suite.
- Ability to communicate effectively, both verbally and in writing.
- Ability to interact with others harmoniously and deal effectively with all levels of people.
- Ability to work well in a fast paced and team environment.
- Prior work experience in oilfield services or business environment preferred.
Education Requirements:
- High School Diploma or GED equivalent.
- Some college education is desirable.
