Webber - Administrative Assistant - Corporate - Webber

Location: The Woodlands, TX (77380)

Schedule: Typically Monday through Friday from 8:00 AM to 5:00 PM with occasional overtime

Travel: Negligible

Objective

The position of Administrative Assistant will perform a variety of administrative and clerical duties necessary to run an organization efficiently. This position will assist the Executive Assistant team in managing, organizing, scheduling and maintaining information.

Regular Job Duties

• Assist Executive Assistants in their daily tasks & special projects by offering administrative, backup, and project management support.
• Assist with arrangements for meetings and events, such as catering, meeting room preparations, technology setup, etc.
• Monitor & maintain office & break room supplies.
• Facility management, point person for maintenance, and any alterations of office areas & equipment.
• Manage relationships with building management, vendors, other office services.
• Maintain inventory & ordering system for office and break room supplies.
• Maintain kitchen areas, conference rooms, and storage rooms.
• End of day restocking and cleaning of kitchens and break rooms.
• Manage employee access badges for new and existing employees.
• Assist office personnel with conference room calendars and reservations.
• Maintain office floor plan for multiple offices using Bluebeam software.
• Assist executive with overseeing office workspace assignments, workspace changes, and preparation of office spaces for new and transferred employees.
• Implement process improvements for tasks within the scope of the administrative position.
• Coverage of executives when an executive assistant is out of the office.
• Travel arranging assistance.
• Reconciliation of expense reports.

Qualifications

• Proficient in Microsoft 365; experience with the following programs is a plus but not necessary.
  • Corpay, SharePoint, Bluebeam, Cytric, Microsoft Teams
• Effective time management, prioritization and organizational skills
• Vendor, Facility, and special project management and problem solving
• Supply management/Inventory control
• Strong Communications skills, including Interpersonal skills, professional and courteous demeanor.
• Ability to work well under pressure and navigate multiple deadlines, both independently and collaboratively.
• Moderate physical activity performing somewhat strenuous daily activities of a primarily administrative nature. Some exposure to outdoors with changing weather conditions such as rain, sun, snow, and wind
• Manual dexterity sufficient to reach/handle items and work with the fingers

The Statements herein are intended to describe the general nature and levels of work performed by employees, but are not a complete list of responsibilities, duties and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.

Webber and its companies (e.g. Webber, LLC, Webber Waterworks, LLC, Webber Infrastructure Management, Inc., Ferrovial Webber Energy, LLC) provides equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, gender, national origin, age, disability, or status as a Vietnam Era or special disabled veteran in accordance with applicable federal and state laws. Webber complies with applicable local, state and federal laws governing nondiscrimination in employment at each location the Company operates. This policy applies to all terms and conditions of employment, including, but not limited to: hiring, placement, promotion, termination, leaves of absence, compensation, and training.