Administrative Assistant II

FLSA Classification:  Non-exempt/Hourly 

Schedule: Monday to Friday; 7:30 am – 4:30 pm; On-Site 

Department: US-Administration  

Reports to: VP Human Resources and US Site Lead 

Supervisory responsibilities: No 

Location: 13203 Murphy Road, Suite 100, Stafford, TX 77477 

Position Summary/objective: 

We are seeking an organized, punctual and detail oriented Administrative Assistant to join our dynamic Administration department. This position will provide administrative support to various departments and assist with day-to-day operations of the US-Administration team. Additionally, this position will provide direct support to the Associate Director Administration.

Essential functions: 

• Upon arrival to the office, check daily office spaces, which includes but limited to, maintaining cleanliness of the kitchen, common spaces. Assure that the kitchen is clean, stocked up, coffee is made, TV and music is turned on.  

• Review and manage the US visitors’ calendar and provide logistic support (welcome E-Mail sent prior to the visit, escorting guests to their offices on the day of the visit).  

• Review the admin inbox and triage the emails accordingly.  

• Maintain polite and professional communication via phone, e-mail, and mail.  

• Anticipate the needs of others to ensure their seamless and positive experience. 

• Process administrative requests via the Self-Service portal daily.  

• Assist with day-to-day operations of the office and ensure the smooth running of all administrative functions. 

• Schedule meetings and rooms, invite participants, and arrange refreshments and equipment as needed.  

• Coordinate travel arrangements, such as booking flights, cars, hotels, and restaurant reservations 

• Support with purchase quotes for office supplies on behalf of the company.  

• Provide administrative support to senior management as instructed by supervisor.  

• Assist the administrative manager with the execution of events, such as: company meetings, conferences, retreats, Board meetings, site meetings and team-building activities. 

• Ensure office equipment is functioning and report problems promptly.  

• Receive deliveries; sort and distribute incoming mail at the Weatherford office daily and LSP office twice a week. Driving to LSP location is required twice a week.  

• Provide exceptional customer service and support to employees, vendors, and all parties interacting with the administrative office. 

• Provide real-time scheduling support by booking appointments and preventing conflicts. 

• Regular interaction with other teams or departments. 

• Maintain and replenish supplies prior to leaving the office.  

• Manage monthly credit cards reconciliation and expense reimbursements for executives and VP’s weekly during down time (for two to three individuals).  

• Prepare materials needed for the onboarding of new employees.