Senior Administrative Assistant

Job summary

The Senior Administrative Assistant supports the Operations team by managing complex calendars, coordinating meetings, and preparing technical documentation. They also act as a primary point of contact for administrative requests and oversee records management for the regional office.

Job details

Company Overview CB&I delivers integrated storage and asset‑management solutions that help customers operate safely, reliably, and efficiently across the lifecycle of their facilities. Through our two global business units - Storage Solutions, the world leader in tanks, terminals, and storage systems, and Asset Solutions, a leading provider of operations, management, wells and decommissioning services - we combine technical excellence with execution capability to extend asset life, optimize performance, and maximize value. Overview The Senior Administrative Assistant will be responsible for supporting the Operations team in a regional Operations office. This position is an Individual Contributor role. The role directly reports to the Director of Operations and routinely interacts with the Canada Operations and Management team, Project Managers, and administrative personnel in other regional and international offices. Responsibilities Perform a variety of administrative functions using computer programs to produce spreadsheets, presentations, and word documents. Manage complex calendars and schedules of multiple managers, coordinates and organizes meetings and conference calls, including planning of offsite meetings - sales and safety meetings. Organizes department staff meetings; captures and assigns action items Compiles, transcribes, and distributes minutes of Management, Project Management and Client meetings Prepare, create, type, and proofread various documents including but not limited to correspondence, forms, reports and other technical presentations Organizes and manages technical file program and archives (electronic and paper files) Works with department managers and Finance to consolidate department reports (budgets, workload forecasts, personnel, etc.) Photocopies and scans documents as required. Assists employees and managers and regularly acts as a point-of-contact for site administrative requests. May interface with clients, contractors, and suppliers. Track, manage and report on the progress of assigned projects. Point person for Canada travel - coordinates and arranges travel for the Operations team and others across the organization, in liaison with travel agency, and prepares expense reports Organize events for customer visits Assists with organizing and coordinating social functions and special events throughout the year Records Management coordinator for Canadian archival records May handle complex and sensitive information on a regular basis. Provides front reception relief support as required Qualifications Post-secondary diploma or degree in business, technical, or liberal arts field 10+ years of relevant experience Skills and Behaviors Adaptability and agility to learn and contribute in varying and complex environments Ability to anticipate business needs and mitigate risks accordingly Excellent writing, editing and proofreading skills. Strong analytical, processing, organization, and time management skills. Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook). Experience with calendar management, video conferencing tools, and database systems. Excellent communication skills and the ability to work with groups to monitor progress of projects, develop consensus and report progress. A consistently developing Business and Technical Acumen coupled with a drive to achieve results Ability to handle sensitive and confidential information with professionalism and trust is essential

What you’ll do

The Senior Administrative Assistant supports the Operations team by managing complex calendars, coordinating meetings, and preparing technical documentation. They also act as a primary point of contact for administrative requests and oversee records management for the regional office.

Requirements

Candidates must possess a post-secondary diploma or degree in a business, technical, or liberal arts field. A minimum of 10 years of relevant experience and advanced proficiency in Microsoft Office are required.

Listed skills

• Time management · Preferred
• document preparation · Preferred
• Administrative Support · Preferred
• Communication · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Calendar management
• Meeting coordination
• Document preparation
• Records management
• Travel coordination
• Expense reporting
• Microsoft Office
• Data entry
• Communication
• Time management
• Analytical skills
• Proofreading
• Project tracking
• Technical writing
• Database management
• Calendar Management
• Technical Presentations
• Database Systems
• Liberal Arts
• Professionalism
• Expense Reports
• Administrative Functions
• Planning
• Microsoft Word
• Microsoft Excel
• Adaptability
• Budgeting
• Editing
• Management
• Spreadsheets
• Records Management
• Finance
• Sales
• Forecasting
• Project Management
• Microsoft Outlook
• Operations Management
• Operations
• Microsoft PowerPoint
• Presentations
• Time Management
• Travel Arrangements
• Video Conferencing
• Writing
• Coordinating
• Transcribing
• Technical Acumen

Job areas

• Administrative
• Management & Leadership
• Energy
• Construction
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive