Administrative Assistant III

Job Responsibilities:

• Provide Administrative support to the Global Platform
• Provide Administrative support to the Senior Site Director and his/her Direct Reports
• Provide Administrative support and coordination of CGT Leadership and Houston Leadership Teams
• Provides support by welcoming and providing information to internal and external customers, vendors or guests, either in person or by telephone; answering or directing inquiries; representing management; maintaining relationships with other management and non-management personnel; following up on project completion with managers; collecting and distributing information; scheduling/coordinating daily schedule/calendar appointments, compiling information for meetings, setting priorities, and conserving management’s time.
• Provides administrative support by entering, formatting, scanning, and printing information;
• organizing work; answering the telephone; relaying messages; maintaining all office equipment and supplies; and scheduling training/sales conferences other offsite meetings.
• Completes special projects by organizing and coordinating information and requirements;
• planning, arranging, and meeting schedules; monitoring results. Maintain my daily timekeeping entries; Provide backup timekeeping support for several other timekeepers when required in their absence. Provides information by answering questions and requests.
• Schedule travel arrangements and expense reports for Senior Management as needed
• Process billing and invoice activities, including staff utilization.
• Department training coordinator and tracking monthly of Safety Chats.
• Manage site corporate travel credit card program for Houston site employees by receiving all requests for credit cards; determine eligibility to receive a card; updating application template of changes to include provide completion instructions and expense report processing instructions to cardholder; enter in Citibank system; assign credit limit; increase/decrease of credit limits; tracking & cancelling terminated employees cards; provide monthly termination list to Finance; support cardholders if any issues arise.
• Receive and enter Purchase Requisition requests; submit to Supervisors/Managers for approval
• Other duties as assigned.

Skills:

• Administrative Support knowledge/interest or background/education
• Customer Service Experience
• Technology trends in booking and other administrative platforms

Education/Experience:

• Proven Administrative Expertise
• Minimum of 5+ years of administrative or executive assistant experience (preferably supporting senior leadership).
• Strong track record of managing high-volume, complex calendars and correspondence.
• Confidentiality & Discretion
• Absolute trustworthiness in handling sensitive business and personal information.
• Strong judgment when working with confidential documents and conversations.
• Exceptional Communication Skills
• Professional verbal and written communication with strong attention to tone, clarity, and detail.