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6 May 2016

Administrative Assistant

Job Description

Swift Worldwide Resources is the leading supplier of manpower to the Oil and Gas Industry. With over 30 years of experience, Swift serves as a strategic partner supplying both contract and direct hire services to its blue chip client base. Through Swift’s innovative recruitment strategies, Swift has generated a current contractor pool of over 3200 Swifties which span 35 countries across the globe. Swift’s expansive footprint provides true global talent solutions to major capital projects throughout the world.

Our client is seeking someone for an Administrative Assistant position to work within their facilities located in New Town, North Dakota.

Company Profile
Our client is a global oil and natural gas exploration and production company based in Houston, Texas. Our client’s business has three operating segments organized and managed primarily upon geographic location and the nature of the products and services they offer.

The Role You Will Play
The Administrative Assistant lends administrative support to a variety of departments within the field office. The successful candidate is friendly, professional, and is interested in a long-term career with a respected Oil & Gas leader.

Job Responsibilities
Answer general phone inquiries using a professional and courteous manner
Direct phone inquiries to the appropriate staff members
Reply to general information requests with the accurate information
Greet clients/suppliers/visitors to the organization in a professional and friendly manner
Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
Sort incoming mail, faxes, and courier deliveries for distribution
Prepare and send outgoing faxes, mail, and courier parcels
Forward incoming general e-mails to the appropriate staff member
Forward voice mail from the general mailbox to the appropriate staff member
Purchase, receive and store the office supplies ensuring that basic supplies are always available
Code and file material according to the established procedures
Update and ensure the accuracy of the organization’s databases
Back-up electronic files using proper procedures
Provide secretarial and administrative support to management and other staff
Make travel, meeting and other arrangements for staff
Coordinate the maintenance of office equipment

Background Profiles
Legally authorized to work in United States on regular full-time basis without restrictions
High school diploma or equivalent
College education in business, computers, or office management is preferred
Proficiency in the use of computer programs for Word processing, databases, spreadsheets, bookkeeping, e-mail, and internet
Proficiency in the use of office equipment (computer, voice messaging systems, fax, and photo copier)
Ability to pass pre-employment drug test and background check

Personality Profiles
Behave Ethically: Understand ethical behavior and business practices and ensure own behavior and the behavior of others are consistent with these standards and align with the values of the organization
Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization
Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques
Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters
Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness
Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization
Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities
Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results
Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem


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