Administrative Services Senior Specialist

Our global energy client is seeking a qualified administrative professional to join their team in Central Houston on a 1-year contract.

Schedule: Monday–Thursday in the office; Fridays are remote, though occasional in-office attendance may be required based on meetings, events, or business needs.

Administrative Services Senior Specialist

Job Function Description

Supports general business operations by providing various administrative support activities as a generalist or in a combination of disciplines in the Administrative Services function.

Primary Purpose

Executes administrative operations autonomously, designing efficient records and scheduling practices that improve accuracy and throughput. Prioritizes communications and resources to meet service standards, while flagging risks and recommending corrective actions.

Responsibilities

• Prepares and distributes routine reports and summaries; analyzes data to ensure completeness and accuracy before report submission.
• Screens and prioritizes calls, e-mails, and visitors based on urgency and importance and manages follow-up communications.
• Implements efficient record-keeping processes and ensures records are updated regularly.
• Coordinates and manages travel arrangements for multiple parties; ensures compliance with travel policies and budget constraints.
• Monitors budget expenditures and prepares basic financial reports; assists in budget planning and allocation processes.
• Organize and manage logistics for meetings, including virtual setups; prepares and distributes detailed meeting minutes and follow-up action items.
• Performs other duties as assigned.

Knowledge, skills and abilities:

• Administrative Support - Providing assistance to the department in fulfilling its administrative responsibilities.
• Data Entry - The process of entering data into a computerized database or spreadsheet.
• Record Keeping and Documentation - Creating, distributing, using, maintaining and disposition of recorded information maintained as evidence of business activities and transactions.
• Call Management - The processes and systems businesses and organizations use to handle incoming calls.
• Word Processing - The process of creating and editing documents on a computer.
• Guest Service Management - Coordinating all aspects of a guest's experience, from reservations to check-in to special requests.
• Schedule Management - Establishes policies and documentation for maintaining, developing, managing, and controlling the schedules for time and resources for the completion of the project.
• Report Drafting - Creating and writing various types of documents, such as policies, reports, manuals, and memos, organizing and presenting information in a clear and concise manner, ensuring accuracy and compliance with relevant guidelines and regulations.
• Event Planning - The organization of all of the activities that surround an event.
• Research - Investigates and studies materials and sources in order to establish facts and reach new conclusions.

Education

High school diploma or equivalent.

5 years of related experience.