Administrative Assistant

PRIMARY RESPONSIBILITIES

• Serve as the primary administrative contact for the Downhole Technologies Leadership Team.
• Manage and maintain complex calendars for the President of the Business Unit, proactively identifying and resolving scheduling conflicts.
• Prepare detailed briefing materials, agendas, presentations, and itineraries for leadership meetings and travel.
• Coordinate leadership meetings, including offsite meetings and special events.
• Perform additional administrative and project-related duties as assigned.
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, visa requirements, and logistics.
• Provide real-time itinerary updates and support during travel as needed.
• Research and secure high-quality hotel accommodations.
• Plan and coordinate business lunches and identify appropriate conference spaces for meetings and events.
• Monitor and manage the main mailbox, ensuring timely responses and proper routing of communications.
• Coordinate with IT regarding office systems, equipment, access, and technical needs.
• Order, monitor, and manage office supply inventory to ensure adequate stock levels.
• Support office operations to maintain an efficient and professional work environment.
• Prepare and manage expense reports, invoices, and corporate credit card reconciliations.
• Ensure accuracy, timeliness, and compliance with company policies.
• Track and maintain records related to leadership expenses and administrative budgets as required.

EDUCATION & EXPERIENCE QUALIFICATIONS

• Minimum of 2 years of administrative experience, including direct support to senior leadership.
• Demonstrated ability to work independently, prioritize workload, and meet deadlines in a dynamic environment.
• Strong written and verbal communication skills.
• High level of discretion and professionalism when handling confidential information.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, and Teams).
• Experience managing executive calendars and proactively resolving scheduling conflicts.
• Experience coordinating complex domestic and international travel, including visa requirements and logistics.
• Strong organizational skills and attention to detail.
• Communicates clearly and professionally, both verbally and in writing.
• Drafts accurate correspondence, meeting materials, and travel briefings with strong attention to detail.
• Represents leadership professionally when interacting with internal and external stakeholders.