Overview

The Administrative Assistant provides day-to-day administrative and clerical support to ensure efficient operation of the department or office. This role performs a variety of tasks including document management, scheduling, communication coordination, and general office organization. The position requires a high level of professionalism, attention to detail, and the ability to multitask in a fast-paced environment. Senior-level administrative assistants may also lead office projects, handle confidential information, and provide guidance to other support staff.

Responsibilities

• Provide administrative support to assigned leaders or departments, ensuring smooth daily operations

• Manage calendars, schedule meetings, coordinate travel arrangements, and prepare meeting materials

• Prepare, edit, and proofread correspondence, reports, and other documents

• Maintain organized filing systems (electronic and physical) and ensure records are up to date

• Assist with purchasing, inventory, and distribution of office supplies

• Answer and route phone calls, emails, and other communications professionally

• Coordinate and support department meetings, conferences, and events

• Track and report data or metrics as needed for departmental reports

• Handle confidential and sensitive information with discretion

• Support process improvements, documentation updates, and workflow organization

• For senior-level roles: mentor junior administrative staff and assist in training or onboarding activities

Qualifications

• High school diploma or GED equivalent required; associate or bachelor’s degree preferred

• 3+ years of administrative or clerical experience (oil and gas or corporate environment preferred)

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• Strong written and verbal communication skills

• Excellent organization, prioritization, and time-management abilities

• Ability to work independently with minimal supervision and handle multiple priorities

• Professional demeanor, reliability, and attention to detail

• Experience maintaining confidentiality and handling sensitive information