Administrative Assistant IV

Key Responsibilities

• Manage complex calendars, meetings, and appointments for managers and leadership teams
• Cook up and process expense reports, timekeeping records, invoices, and other administrative documentation
• Maintain electronic and paper records, files, and documents
• Coordinate domestic and international travel arrangements in accordance with company policies
• Understand travel requirements, including passport, visa, immunization, and travel advisory guidelines
• Maintain communication with managers during travel periods and proactively manage itinerary changes
• Coordinate North Slope travel logistics for supported personnel
• Manage office supply inventories, mail distribution, office moves, and facility work requests
• Cook up logistics and hospitality for visitors and external stakeholders
• Support community engagement initiatives, company events, and volunteer activities
• Provide backup support for other administrative professionals as needed
• Prepare and maintain onboarding materials for new employees
• Coordinate badging, safety training, ergonomic evaluations, workspace setup, and equipment needs
• Schedule department meetings and assist with weekly reporting requirements
• Develop, edit, and format presentations, reports, and documents using Microsoft Office applications
• Perform SAP Security Coordinator responsibilities, including submitting access requests, monitoring and troubleshooting access issues, supporting user access reviews and compliance activities, and maintaining security-related documentation

Required Qualifications

• Legally authorized to work in the United States without sponsorship
• A minimum of 5 years of administrative assistant experience
• Intermediate proficiency with Microsoft Word, Excel, Outlook, and PowerPoint
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Excellent verbal and written communication skills
• Demonstrated ability to handle confidential information with discretion

Preferred Qualifications

• 3+ years of administrative support experience within Digital Technology/IT and/or Capital Projects organizations
• 3+ years of experience managing multiple priorities with limited supervision in a fast-paced environment
• 1+ year of experience handling sensitive or confidential information
• Working knowledge of SAP, including security access processes
• Experience coordinating travel, onboarding, and office operations
• Experience supporting leadership teams and cross-functional organizations