Administrative Assistant

Houston, TX

Employment Type: Contract Category: Administrative Job Number: 18865 Work Model: #LI-Hybrid Internal Reference: #LI-CS1

Job Description

Our Galleria driling client is looking to add an Administrative Assistant to their Operations Department that is experiencing growth. This is a contract to hire opportunity. 
Key Responsibilities:

Executive & Departmental Support
  • Manage calendars, schedule meetings, and coordinate appointments for senior leadership.
  • Prepare meeting agendas, take minutes, and track follow-up items for internal and cross-functional meetings.
  • Provide administrative support to the operational team as needed.

Documentation & Reporting
  • Draft and format high-level reports, presentations, and spreadsheets related to safety, compliance, and performance metrics.
  • Maintain accurate records of audits, incident reports, and regulatory documents.
  • Organize both digital and physical files in compliance with company standards and regulatory requirements.

Communication & Liaison
  • Act as a liaison between the executive's office and internal departments (Operations, HSE, Engineering, Legal).
  • Coordinate responses and communications with offshore teams, contractors, and external stakeholders.

Travel & Expense Coordination
  • Arrange complex domestic and international travel, including offshore logistics.
  • Prepare detailed travel itineraries and process expense reports.
  • Ensure compliance with internal travel and documentation protocols.

Operational Support
  • Assist with the organization of safety audits, internal assessments, and compliance workshops.
  • Track key performance indicators and support the use of HSE systems and databases.
  • Manage departmental supplies and ensure readiness for internal and external audit engagements.

Qualifications:
  • 3+ years of administrative experience supporting senior leadership; oil & gas or industrial sector experience preferred.
  • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Excellent written and verbal communication skills.
  • Ability to handle confidential information with discretion.
  • Detail-oriented with strong organizational and multitasking skills.
  • Familiarity with HSE or compliance systems (e.g., Synergi Life) is a plus.
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