AXG Contracting is seeking a highly organized and proactive Administrative Assistant to support the Project Director and the broader project management team. This role is critical to ensure smooth administrative operations across a geographically dispersed team. The ideal candidate will be adaptable, tech-savvy, and capable of managing tasks independently in a dynamic, fast-paced environment. The ILS Project is a world-scale, multi-billion-dollar, first-of-a-kind power generation project. The Project Management Team (PMT), inclusive of the Project Director, Senior Project Manager, Project Managers, and Project Coordinator are located in Pennsylvania, Texas, Colorado, and Wyoming, and require significant administrative support for a variety of activities to ensure the success of the project, traveling frequently and working across time zones. This Administrative Assistant role will be critical to ensure the orderly execution of the project, allowing the PMT to focus on technical and commercial issues associated with the project.
Essential duties and responsibilities:
Provide administrative support to the Project Director and project management team, including calendar management, travel coordination, meeting scheduling across time zones, meeting administration, and workshop / large meeting planning.Prepare and distribute project documentation, reports, presentations, and correspondence.Take meeting minutes, organizing notes, actions, and key decisions into a consolidated log, distributing to key stakeholders as appropriate.Coordinate logistics for team meetings, workshops, and stakeholder engagements (virtual and in-person), including venue, catering, agendas, attendee lists, and visitor registration and reception.Prepare and submit expense reports for members of the PMT.Plan and book travel for members of the PMT, including flights, hotels, rental cars, and other methods of transportation and accommodations as directed.Support onboarding of new team members and contractors.Liaise with site-based personnel and assist in transitioning administrative processes from office to construction site as needed.Ensure compliance with company policies and project protocols.Prepare documents as directed sing Microsoft Office (Outlook, Word, Excel, PowerPoint, SharePoint, OneNote, Teams) tools and applications.Coordinate multiple aspects of large group meetings with internal and external stakeholders (contractors, suppliers, clients, partners, etc.), including logistical coordination of off-site events.Coordinate various on-site meetings.Order and maintain necessary office supplies and materials for the PMT.Prepare, manage, and distribute formal correspondence and emails, between the ILS PMT and external parties.Organize cloud-based document filing, filing documents, and searching for documents and drawings as requested by the PMT, taking ownership of the PMT’s working files.Support photocopying, scanning, and mail distribution as requested.Work with a wide variety of people with tact, courtesy, and professionalism.Speak clearly, both in person and by telephone, using a high level of verbal skills and listen carefully.Maintain a regular, dependable attendance and a consistently high level of performance.Work non-traditional hours as needed to support all US and some international time zones.Travel with the PMT as needed to provide administrative support.Maintain a high regard for personal safety, for the safety of company assets and employees, and the general public.Other daily, weekly, monthly, or special project duties as identified and defined.Other duties as assigned.Minimum requirements:
Education:
Minimum of an associate degree from an accredited institution is required. Relevant and extensive experience may be accepted in lieu of the degree.Experience/Specific Knowledge:
Minimum 5 (5) years’ direct work experience as an Administrative Assistant.Strong proficiency level in MS Word, MS Excel, MS PowerPoint, MS Outlook, MS Teams, and MS SharePoint.Demonstrated technical savvy and aptitude are considered advantageous.Certifications, Licenses & Registrations:
Must possess and maintain a valid driver’s license and a driving record satisfactory to the company and its insurers (for travel).Competencies, Skills & Abilities:
Must be able to work with a team, take direction from management, adhere to required work schedules, maintain a strong attention to detail, and follow work rules.Must carry a mobile phone and be able and willing to accept business calls and texts throughout the day and during non-traditional working hours.Ability to independently organize and prioritize daily work.Strong organizational and time management skills.Excellent oral and written communication skills.Must be able to craft formal written communications with proper grammar and consistent formatting.Must be tech savvy with the ability to learn unfamiliar systems and collaboration tools.Ability to perform multiple tasks efficiently and successfully under stringent deadlines.Ability to develop positive working relationships with peer departments and external parties.Accomplishes tasks and duties with minimal direct supervision.Must be able to perform all essential and marginal functions of the job.PREFERRED EDUCATION, EXPERIENCE, CERTIFICATIONS, COMPETENCIES, SKILLS, & ABILITIES (above the minimum requirements; not required but advantageous in this position):
Undergraduate degree from an accredited institution.10 (10) years’ direct work experience as an Administrative Assistant.Demonstrated knowledge of Energy and Gas Industry is a plus.Construction site experience preferred, but not required.Working knowledge of SharePoint, Concur, and Oracle preferred.
Job level commensurate with experience and skill sets; position will be filled depending on qualifications, experience and skill sets of the successful candidate. Read Less