What are the responsibilities and job description for the Administrative Assistant position at Health and Safety Council®?
Description
The 30 year company supports the petrochemical and manufacturing industry domestically and internationally and is positioned along the Gulf Coast providing training, occupational medicine, and innovative solutions to industry.
This position provides administrative and clerical support for administration, communication, marketing and operations. In addition to coordinating, filing, and scheduling, this position performs duties such as preparation and breakdown of events and meetings, managing inventory, obtaining supplies, and working on special projects. This person would take care of non-routine correspondence, organization, and sensitive information. This person must have the ability to handle a diverse group of various callers and visitors that range from employees to executives with professionalism and courtesy. Coordination with directors are required to plan, prioritize, and organize diversified workload. Support the same activities for the other Louisiana locations as needed.
Facilities
Essential Job Responsibilities
Education and/or Experience
High school diploma required. Two plus years of college or technical school; or 2 years of related work experience; or one to two years related experience and/or training; or equivalent combination of education and experience preferred. Knowledge of Microsoft Word, Excel, PowerPoint, and Outlook required.
Reasoning Ability
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret and carry out a variety of instructions furnished in written, oral, diagram, or schedule form.
Physical Demands
While performing the duties of this job, the employee is regularly required to read, talk or hear. The employee frequently is required to stand, walk, sit, use hands to handle training equipment and tools, reach with hands and arms, climb or balance, stoop, kneel, crouch, and crawl. The employee occasionally lifts and/or moves up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
Work Environment
This job is typically in an office environment and will also require travel as needed. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Reporting Responsibilities
The Administrative Assistant reports directly to the Regional VP of Louisiana Operations. This position does not have direct reports.
The 30 year company supports the petrochemical and manufacturing industry domestically and internationally and is positioned along the Gulf Coast providing training, occupational medicine, and innovative solutions to industry.
This position provides administrative and clerical support for administration, communication, marketing and operations. In addition to coordinating, filing, and scheduling, this position performs duties such as preparation and breakdown of events and meetings, managing inventory, obtaining supplies, and working on special projects. This person would take care of non-routine correspondence, organization, and sensitive information. This person must have the ability to handle a diverse group of various callers and visitors that range from employees to executives with professionalism and courtesy. Coordination with directors are required to plan, prioritize, and organize diversified workload. Support the same activities for the other Louisiana locations as needed.
Facilities
Essential Job Responsibilities
- Inventory & maintain accuracy of operations supplies, administration supplies, and other special event supplies as needed.
- Proactively identify cleanliness or safety issues and coordinate cleaning or repair with facilities.
- Inventory & maintain accuracy of marketing and administration stock room keeping inventory up to date after events, and maintaining organization, keeping the supply room clean and labeled.
- Assist in preparation of outlines or research of new training courses.
- Gather references or information regarding certain topics from credible sources.
- Test new and redesigned courses for issues.
- Assist in creating quality copies and certificates for participants.
- Field calls from business partners, vendors, and clients.
- Schedule business meetings.
- Special Event Assistance:
- Coordinate food, meeting space and/or other facilities preparation.
- Create and maintain checklists, compile quality copies, organize documentation or set up name tents.
- Put together logo items, set up promotional give aways, or man tables at events.
- Compose, communicate, and distribute information in preparation of events.
- Organizing and completing expense reports monthly on time as needed.
- Assist in coordinating reward & recognition activities/events for employees.
- Assist in shredding and disposal of documentation per document retention policy.
- Transcription of minutes.
- Ability to coordinate with other roles and use internal network to accomplish tasks.
- Ensure table clothes, uniforms and other items are cleaned, put away and ready for use.
- Will provide a weekly project sheet to department directors that outline completed projects and focus for next week.
- Other duties as assigned.
- Technical Capacity
- Ethics/Credibility
- Thoroughness
- Collaboration Skill
- Communication Proficiency
- Flexibility
- Confidentiality
- Organization
- Motivation
- Proactive/Anticipate Needs
Education and/or Experience
High school diploma required. Two plus years of college or technical school; or 2 years of related work experience; or one to two years related experience and/or training; or equivalent combination of education and experience preferred. Knowledge of Microsoft Word, Excel, PowerPoint, and Outlook required.
Reasoning Ability
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret and carry out a variety of instructions furnished in written, oral, diagram, or schedule form.
Physical Demands
While performing the duties of this job, the employee is regularly required to read, talk or hear. The employee frequently is required to stand, walk, sit, use hands to handle training equipment and tools, reach with hands and arms, climb or balance, stoop, kneel, crouch, and crawl. The employee occasionally lifts and/or moves up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
Work Environment
This job is typically in an office environment and will also require travel as needed. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Reporting Responsibilities
The Administrative Assistant reports directly to the Regional VP of Louisiana Operations. This position does not have direct reports.
