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Administrative Assistant


This is a Contract position in Ingleside, TX posted May 9, 2021.

Job Responsibilities:


● Arrange travel (includes booking international and domestic flights, hotel, rental cars, etc. ).

● Review expense reports, VISA purchasing cards for accuracy and policy adherence.

● Process purchase orders, requisitions, ACEs online; set up vendors in Oracle.

● Arrange passport and international visas for the group.

● Coordinate office space, moves/relocation.

● Professional appearance/attitude.

● Maintain office files/records; maintain personnel files.

● Prepare agendas/coordinate travel arrangements for visitors.

● Maintain strict confidentiality at all times.

● Review e-mail; proactively handle routine correspondence.

● Professionally interact with business contacts both inside and outside of the company.

● Process confidential personnel paperwork (prepare employee requisitions, pay increase forms, relocation, termination paperwork, etc. ) with a very high degree of professionalism/confidentiality.

● Prepare monthly expense reports.

● Assist with the budget process; review/analyze monthly expenses.

● Track monthly expenses in Vista Plus and Oracle GL database.

● Knowledge of the Company’s purchasing and accounting systems.

● Drive a project through to completion.

● Knowledge of organization, policy, procedures, and personnel in order to operate with a great deal of latitude for independent judgment on routine issues.

Required Qualifications:

● High school diploma or equivalent required.

● 10+ years experience in executive administrative positions with senior managers.

● Good communication/interpersonal skills; ability to interface with customers at the executive level.



Job Requirements:


● Ability to type 60 wpm minimum; take shorthand.

● Strong written/oral communication skills.

● Attentive to details/accuracy is very important.

● Demonstrates tact and integrity when contacting internal and external customers.

● Make decisions about work priorities to effectively and efficiently manage workload.

● Handle many tasks at once.

● Excellent verbal/written communication skills.

● Theoretical/practical business knowledge.

● Function in a team environment.

● Proficiency in use of office automation tools; Microsoft Office required (including Word, Excel, PowerPoint, and Outlook).

● Thorough knowledge of Oracle (Purchasing, Vista Plus).


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