Administrative Assistant

This is a full-time, non-union position based in Cushing, providing comprehensive administrative support to the Area Manager, Supervisors, Pipeline Services, and Technical Services teams.

About the role

You will be a key contributor to the efficient operation of the department by coordinating administrative processes, supporting business activities, and fostering collaboration across teams in a fast-paced environment.

Responsibilities

• Provide comprehensive administrative support, including preparing letters, PowerPoint presentations, recording minutes/action items for departmental meetings, photocopying, courier packages, off-site filing and tracking, catering, and ordering office and kitchen supplies; handle requests from staff, contractors, and visitors.
• Manage invoice coding, purchase order administration, operating budget tracking, and work order coordination.
• Coordinate travel arrangements, expense reporting, departmental calendars, staffing reports, and payroll time entry through Workday.
• Provide administrative support for recruitment activities; prepare on-boarding/off-boarding material for HR; act as liaison between HR, management, and Supervisors.
• Coordinate all department team-building activities and large on-site/off-site department functions.
• Administer office systems and resources, including ServiceNow requests, security access management, office equipment, supplies, and records management.
• Provide orientation and training for new employees, contractors, and students; assist with emergency response activities as required.
• Liaise with other Region Admins for consistency/back-up and on other projects as required.
• Assist in emergency response situations.

Requirements

• Minimum of three years of experience in progressively responsible secretarial and administrative support roles, preferably supplemented by continuing education courses.
• Highly organized, detail-oriented, and able to manage multiple priorities in a dynamic environment.
• Professionalism, sound judgment, and discretion when handling confidential and sensitive information.
• Exceptional interpersonal, communication, and relationship-building skills.
• Proactive, adaptable, and committed to continuous learning.
• Strong technical proficiency with Microsoft Office Suite (PowerPoint, Excel, Word, Outlook, Visio).
• Experience with Workday, SharePoint, Oracle Financial Applications, ServiceNow, or similar business systems is an asset.
• Certification, diploma, or university degree is preferred.

Working Conditions

• Primarily office-based environment with regular interaction with employees, contractors, and visitors; required to be in the office 5 days a week.
• Frequent handling of sensitive, confidential, and company-proprietary information requiring professionalism and discretion.
• High-volume workload requiring effective prioritization, flexibility, and proactive communication.

Physical Requirements

• Grasping, kneeling, light–moderate lifting (objects up to 20 pounds), reaching above shoulder, repetitive motion, typing.
• Sitting, standing, and visual requirements (able to see screens, detect color coding, read fine print).
• Hearing requirement and ability to sit at a computer for long periods of time.

Mental Requirements

• Ability to understand, remember, and apply oral and/or written instructions or other information.
• Understand complex problems and collaborate/explore alternative solutions.
• Organize thoughts and ideas into understandable terminology.
• Organize and prioritize work schedule on a short-term basis.
• Make decisions with moderate impact on the immediate work unit and monitor impact outside this area.
• Understand and follow basic instructions and guidelines.
• Complete routine forms, compose letters, outlines, memoranda, and basic reports.
• Communicate with individuals via telephone.

Benefits

• Flexible benefits program allowing customization of health, dental, insurance, and disability coverage.
• Paid maternity and parental leave: up to 20 weeks for birth-giving parents and up to 12 weeks for other eligible parents.
• Retirement savings plans, including a savings plan with company stock as an investment option.
• Paid time off/vacation/sick days, personal days off (location-dependent), and paid holidays.
• Employee and Family Assistance Program.
• Wellness Program focusing on physical, mental, social, and financial well-being.