Company Overview
CB&I is the world's leading designer and builder of storage facilities, tanks and terminals. With more than 60,000 structures completed throughout our 135+ year history, we have the global expertise and strategically-located operations to provide customers world-class storage solutions for even the most complex energy infrastructure projects.
Overview
The Administrative Assistant / Receptionist is an experienced professional, individual contributor role. Responsible for supporting the smooth functioning of the department by taking care of administrative tasks, allowing senior managers to focus on strategic and high-value activities.
Responsibilities
- Meeting Coordination: Assist in scheduling and preparing for meetings, including booking conference rooms, arranging necessary equipment, sending invitations or meeting requests, and liaising with participants.
- Communication Liaison: Act as a primary point of contact between the Director and internal/external stakeholders. Screen and direct phone calls, inquiries, and requests, handling them with professionalism and confidentiality.
- Travel Arrangements: Organize all aspects of travel for the Director, including making flight and hotel reservations, coordinating ground transportation, and preparing travel itineraries.
- File and Information Management: Establish and maintain a systematic filing and document retrieval system. Ensure all files, both physical and electronic, are organized and accessible for easy reference.
- Office Administration: Provide general administrative support, such as ordering office supplies, monitoring office equipment, coordinating facility maintenance requests, and managing incoming and outgoing mail.
- Special Events and Initiatives: Support the planning and coordination of special events, team-building activities, and other initiatives to foster employee engagement and a positive work culture.
Local Requirements
- Efficient consolidation of reports and data, ensuring accurate and streamlined information for senior managers.
- Effective filing and organization of documents, ensuring easy retrieval and accessibility of important information.
- Proficient in drafting, reviewing, and sending communications on behalf of senior managers, maintaining professionalism and consistency.
- Responsible for recording and managing meeting minutes, ensuring accurate documentation and follow-up on action items.
- Effective calendar management and invitation sending, ensuring smooth scheduling and coordination of meetings and appointments.
- Skillful in managing expense reports, ensuring timely and accurate reimbursement processes.
- Proficient in handling travel and transportation bookings, ensuring smooth logistics for business travel.
- Expertise in social activity coordination, including ordering lunch and organizing events, fostering team collaboration and engagement.
Qualifications
- Uses specialized knowledge and skills typically acquired through advanced education University degree.
- Minimum of 2-3 years of experience in similar capacity with experience in dealing with senior management.
Skills and Behaviors
- Excellent written and verbal communication in English is a must.
- Exceptional writing, editing, and proofreading skills.
- Time management skills and able to handle competing priorities.
- Attention to detail.
- Comfortable interacting with senior management
- Organizational Skills and ability to multitask.
- Microsoft Office (Excel, Word, PowerPoint) - Intermediate to advanced level required.
- Minimum high School Diploma; preferred University Graduate
- Minimum2-3 years of experience - preferably in similar industry
