What are the responsibilities and job description for the Administrative Assistant | International Energy Company position at Primary Services?
Join a highly visible executive office and play a key role in supporting senior leadership at a large, established organization. This role gives you direct exposure to executive decision-making, involvement in high-priority initiatives, and the chance to work in a fast-paced professional environment where organization and discretion are highly valued.
Primary Services is actively recruiting for an Administrative Assistant for a prestigious client. This position provides executive-level administrative support to the President and CEO of a large organization and serves as a central point of coordination for executive office operations. The Administrative Assistant will manage communications, coordinate schedules and travel, maintain confidential records, and support special projects while ensuring the efficient flow of information between executive leadership and internal and external stakeholders.
Responsibilities
- Maintain and manage the President and CEO’s calendar, schedule meetings, and coordinate appointments.
- Prepare meeting materials, confirm attendance, verify schedules, and record meeting minutes when required.
- Screen, prioritize, and direct incoming telephone calls and correspondence.
- Prepare, review, distribute, and track emails, letters, memos, invitations, reports, and other executive communications.
- Organize, maintain, and secure confidential electronic and paper records.
- Process and prepare executive expense reports and related documentation.
- Research, compile, and prepare presentations, reports, and briefing materials for executive leadership.
- Coordinate domestic and international travel arrangements, including transportation, lodging, dining reservations, conference facilities, visas, and itinerary changes.
- Manage travel logistics and confirmations to ensure efficient and cost-effective arrangements.
- Coordinate executive transportation schedules and activities.
- Maintain document retention systems and ensure records remain accessible and organized.
- Serve as a liaison between executive leadership, management, and external contacts.
- Support special projects and administrative initiatives as assigned.
Qualifications
- High school diploma required; associate degree preferred.
- 3–5 years of experience as an Executive Secretary, Administrative Assistant, or similar administrative support role.
- Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
- Fluency in English and Portuguese, with the ability to read, write, and communicate effectively in both languages.
- Experience managing executive calendars, travel arrangements, and confidential correspondence.
- Knowledge of office administration, records management, and filing systems.
- Understanding of basic accounting procedures and expense reporting.
- Experience preparing reports, presentations, and business communications.
- Ability to interpret company communications, technical procedures, and governmental regulations.
- Knowledge of standard office equipment and administrative systems.
- Familiarity with research methods and reporting techniques.
- Experience maintaining electronic and paper document retention systems.
- Advanced computer skills, including Microsoft Office applications and office productivity tools.
- Ability to handle confidential information with discretion and professionalism.