SECRETARY - SR. SECRETARY - Event and Administrative Support - Machinery Dept at Southwest Research Institute

Who We Are:

Join our growing team! The Machinery Department at SwRI performs R&D supporting solutions for sustainable and reliable power systems in power generation, energy transport, energy storage, industrial decarbonization, propulsion, and other applications.

Objectives of this Role:

• Plan, coordinate and execute all Machinery Department functions to include webinars, training classes, workshops, symposia, client visits, morale/entertainment, and internal meetings.
• Provide backup/overflow for daily administrative tasks as required in a team working environment.
• Maintain awareness and understanding of Division, Department, and Section operating policies, procedures, and processes as a resource to section staff.

Daily and Monthly Responsibilities:

• Organize all aspects involved with planning and coordinating department events of varying sizes and purposes. Duties can include but are not limited to scheduling and hosting committee meetings, obtaining quotes, creating mass mailers, preparing programs/brochures, etc.
• Interact responsively and professionally with a large number of diverse staff and clients utilizing excellent interpersonal skills. Use creativity and flexibility to respond to varying conditions, special circumstances, and challenging deadlines to get the job done.
• Perform document preparation and administrative review and editing of technical documents including memos, business letters, proposals, reports, conference/journal papers, presentations, etc.
• Accurately prepare and route purchase requisitions, expense reports, travel authorizations, or any other project/proposal-related forms.

Requirements:

• Requires a high school diploma or equivalent.
• Discipline and coursework related to administrative support skills. Continuing education such as college courses are preferred.
• 6 years: Secretarial/administrative experience in technical or related professional field including event coordination tasks as well as both individual and large group support in a fast-paced environment.
• Must have experience editing and formatting complex documents, including grammar/spelling, utilizing format/style templates, and incorporating figures, data tables, equations, and references. Must be proficient in Outlook, Microsoft Word, Excel, and PowerPoint.
• Excellent verbal and written communication skills including professional interpersonal communication skills for meeting support.
• Time management, attention to detail, the ability to multi-task, and excellent organizational skills.
• A valid/clear driver's license is required.