Position Summary
The Administrative Assistant provides high-level administrative and operational support to a group of approximately 20 staff across Integrity, Operations, and Leadership teams. This role supports two Country Managers and multiple terminal locations. The position requires exceptional organization, communication, and multitasking skills, with the ability to work independently, manage sensitive information, and support both onsite and remote teams.
Key Responsibilities
Daily Operations & Meeting Support
- Attend the daily 7:00–7:30 AM morning meeting and record/distribute meeting minutes.
- Coordinate calendars, schedule meetings, book conference rooms, and arrange virtual or onsite sessions.
- Book lunches, arrange catering, and coordinate logistics for team events.
Administrative & Office Coordination
- Perform standard administrative tasks including typing, filing, answering phones, and general correspondence.
- Manage office supply levels, place orders, and maintain inventory.
- Coordinate office deliveries and prepare shipments to remote terminals when required.
- Support Iron Mountain filing processes and maintain physical and digital records.
- Assist with travel booking and itinerary support for leaders and team members.
- Prepare and submit expense reports.
Operational & Business Support
- Support purchasing activities including creating POs, monitoring monthly operational expenses, and resolving billing issues.
- Follow up with vendors on outstanding invoices, service requests, or supply needs.
- Utilize DocuSign for PPE allowance requests and other approval workflows.
- Support monthly reporting, tracking, and administrative tasks for the operations group.
- Participate in special projects, data gathering, reporting, and process improvements.
Team Leadership & Collaboration
- Provide guidance, mentorship, and coordination to other administrative staff as needed.
- Serve as a key communication link between the terminal office, leadership, vendors, and remote terminals.
- Handle confidential and sensitive information with professionalism and discretion.
Skills & Qualifications
- 5+ years of administrative experience; senior-level experience preferred.
- Strong verbal and written communication skills.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint) and Outlook.
- Strong organizational skills with the ability to multitask and prioritize.
- Experience coordinating schedules, events, travel, and expense management.
- Knowledge of SAP is an asset.
- Prior experience in oil & gas, industrial, or field operations environments is an asset but not required.
- Customer service mindset with the ability to support diverse teams across multiple locations.
