Administrative Assistant

Key Tasks and Responsibilities:
– Creating and maintaining the project’s electronic folders, filing and admin systems (e.g. BOX, SharePoint etc)
– Preparing reports and presentations using MS Office applications
– Organise regular team meetings
– Taking, formally capturing and distributing minutes of meetings
– Arranging hospitality, lunches, and events
– Requisitioning of stationery, office equipment
– Compiling team reports on a weekly, bi-weekly and monthly basis where necessary, and arranging the review and distribution of the reports
– Write and edit text – such as, but not limited to, letters, memos, reports
– Arrange all travel administration including arranging flights, accommodation, local transport, meet & greet, visas, health, safety and security
– Compiling and verifying expense reports to comply with company policy and issue to Accounts Payable
– Compiling and verifying allowance forms to comply with company policy and issue to HR
– Organising set-up requirements for new starters including IT equipment, software, inductions, desk allocation etc
– Managing hot desking arrangements in the office
– Book, manage and maintain meeting room and teleconference bookings
– Arrange back up coverage when out of office or on vacation
– Visitor meet & greet
– Book marketing events / social events according to team requirements
– Work closely with Procurement for office orders (furniture, AV items, etc)
– Build positive relationships with colleagues to ensure effective communication and support is gained
– Communicate using appropriate media to provide information; to share knowledge; to keep colleagues informed of progress and to respond to enquiries within your remit
– Ensure tasks are carried out in accordance with documented policies, plans, procedures, and instructions
– Embrace McDermott’s Quality Systems and ensure action items resulting from management’s review of the Quality System are implemented within given time frames
– Comply with all Company procedures
– Maintain an up-to-date understanding of McDermott’s operating systems
– Promote a positive Company image at all times
– Uphold the Company’s Vision, Mission and Values Statement and Corporate Goals
– Adhere to the Company’s Ethics Policy Statement be trustworthy, maintain a high ethical standard and adhere to the Code of Business Conduct
– Accept personal responsibility for and adhere to the Company’s QHSES Policy and Procedures, Substance Abuse Policy and to raise matters of concern to the Company