Administrative Assistant

Talascend is currently seeking a Administrative Assistant for a contract opportunity in Allentown, PA.

SUMMARY:

The Administrative Assistant is responsible for providing counsel & administrative assistance in the LNG Product Line to ensure that functions of the Manager of Process Engineering, Technology and Product Manager, and the Field Services Manager are maintained effectively and accurately. The incumbent will provide support and counsel to the above Managers and their teams (TOTAL TEAM OF 30 EMPLOYEES) by conducting research, writing formal business correspondence, producing reports, authoring and compiling presentation materials, issuing action plans, and tracking initiatives from inception to completion. They will maintain a high level of professionalism in interacting with a broad range of audiences both internally and externally and demonstrate discretion regarding highly confidential information. This includes frequent interaction with other members of Senior Management, as well as directly with LNG client representatives.

RESPONSIBILITIES:

• The successful candidate will proactively prioritize and manage activities, communicate on critical topics in a timely and organized manner, coordinate projects and team conferences, and identify improvement areas for further support. The diverse range of the above Managers' business responsibilities and highly demanding schedules make this a challenging and dynamic role, requiring a highly discreet and diplomatic individual with exceptional organizational, analytical, and interpersonal skills.
• Schedule Management: Proactively manages ever-changing schedules against priorities to ensure optimal use of time. Schedules meetings and video conferences, coordinates conference rooms, creates meeting agendas, documents memorandums, and coordinates visitor activities for the above three LNG leaders.
• Information Management: Interfaces with key internal and external counterparts, partners, and customers. Furnishes and obtains information of a highly confidential and sensitive nature as appropriate. Organizes and prioritizes emails, documents, reports, presentations, SharePoint sites, etc. Communicates with audiences around the globe including executive leaders, management, and peers. Maintains confidential records, files, and contracts. Prepares monthly and quarterly reports and presentations (Business Area Reviews, monthly reports, etc.).
• Travel Management: Organizes complex travel arrangements including flights, hotels, and transfers for all LNG personnel reporting through the above Managers (TOTAL TEAM OF 30 EMPLOYEES). Organizes passport and visa applications to meet relevant travel deadlines.
• General Administrative Support: Answering phones, producing and distributing correspondence emails/memos, preparing expense reports, maintaining meeting rooms, purchasing office supplies and equipment, processing invoices, new employee onboarding, updating organization charts and team distribution lists, updating team share-sites, organizing employee communication sessions, assisting with collation and preparing material for digital signage screens, facilitating customer visits through planning and logistic support. Attends staff meetings, issues meeting minutes, and manages action item follow-up. Acquires supplies for new and existing employee office needs (computer, telephone, furniture, etc.).

JOB REQUIREMENTS

• Minimum of high school diploma with 5 to 7 years of experience in administrative roles
• A strong focus on safety and the dedication to the principles of the Safety Program
• Exceptional written and verbal communication, strong interpersonal skills, and the ability to work collaboratively across the business to perform responsibilities with minimal direction from management
• Customer-focused self-starter, who provides regular status updates and notification of any issues to enable timely completion of tasks
• Advanced proficiency in Microsoft Office Suite Products (Word, Excel, PowerPoint, Outlook) and SharePoint. SAP experience would be beneficial
• Energized and ambitious to deliver results with a positive attitude
• Efficient, organized, and flexible with the ability to step in and handle challenging situations quickly and proactively. Must be able to meet tight deadlines while maintaining a high attention to detail
• Experience working with highly confidential and sensitive information required
• Model for integrity while upholding the highest ethical standards
• Interest in maintaining professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.