Administrative Assistant

This evergreen posting is for future opportunities at ENGIE North America in Houston; submitting your resume allows recruiters to contact you as roles open.

About the role

As an Administrative Assistant IV supporting ENGIE Resources' Sales and Marketing organization, you will provide administrative support to Sales and Marketing leadership while helping coordinate the day-to-day activities of a geographically distributed team. Your responsibilities will combine traditional administrative support with expense management, vendor coordination, event planning, and employee communications. You will manage purchase orders and invoices through COUPA, coordinate meetings and travel, support office logistics, and work across internal departments to help keep administrative activities moving efficiently. You will also play an important role in planning internal and external Sales and Marketing events, including the annual Sales Kickoff meeting.

Responsibilities

• Coordinate calendars, meeting spaces, meetings, and administrative arrangements involving ENGIE employees and external business partners.
• Assist with travel arrangements and other administrative needs for internal staff.
• Prepare, update, and distribute organizational charts and professional internal and external correspondence.
• Help coordinate seating arrangements for Sales and Marketing employees working hybrid schedules.
• Serve as a point of contact for office equipment, software, and office moves.
• Track and communicate employee training objectives and completion information.
• Maintain user lists for data and publication subscriptions.
• Review vendor contracts to identify contractual and payment obligations and create corresponding purchase orders.
• Maintain purchase orders in COUPA and validate invoices against purchase orders.
• Coordinate with Accounting and Procurement to support accurate, on-time vendor payments.
• Monitor purchase-order expiration dates and create or modify purchase orders as appropriate.
• Coordinate internal and external events, including venue, exhibit/booth, promotional-item, transportation, and staffing logistics.
• Coordinate travel and event logistics for the annual Sales Kickoff meeting and support location selection, budgets, vendor relationships, and on-site execution.
• Track and execute Sales and Marketing incentive activities.

Requirements

• High School Diploma and a minimum of seven years of previous administrative experience.
• Experience reviewing contracts, working with vendors, and coordinating with Legal support.
• Experience collaboratively developing and implementing administrative workflows and processes.
• Excellent oral and written communication skills.
• Ability to think analytically, present ideas professionally, and work effectively within project teams.
• Ability to proactively collaborate within and across business units.
• Ability to maintain progress across multiple workstreams and adapt to changing priorities.

Schedule

This role is eligible for our hybrid work policy but additional days in the office may be required. Must be willing and able to comply with all ENGIE ethics and safety policies.