Administrative Assistant, Senior

Responsible for providing confidential secretarial, administrative and clerical support to management. The incumbent is also responsible for providing general administrative assistance to the entire department staff.   Uses independent judgement in carrying out responsibilities and takes initiative to handle routine and semi-routine matters. Also, processes correspondence by use of a word processing system.  Composes routine correspondence on behalf of the Executive.  May include graphics and require scanning images.

What You Will Do:

• Screens telephone calls, takes clear and complete messages, and directs calls to the appropriate individual.  Where appropriate, directly handles routine and semi-routine matters on behalf of the Executive.
• Opens, sorts and distributes departmental mail.   Organizes the Executive's mail.
• Keeps track of the Executive's schedule.
• Maintains ABS capital equipment computer budgets and track purchases made against budgets.
• Handles processing of vendor invoices in a timely manner.
• Maintains departmental salary budget and interface with Human Resources in the process of payroll changes.
• Performs non-routine clerical tasks with little supervision.
• Sets up and maintains files in a timely and organized manner.
• Makes travel arrangements (including complex international travel) as necessary.
• Makes important social arrangements for entertaining clients and other outside business guests.
• Provides work direction, instruction and mentoring to junior level support staff.
• Serves in an administrative capacity on department project teams, as necessary.
• Secures and arranges for setting up of meeting rooms for department meetings ore events.
• Ensures office supply inventory for the department is maintained.
• Ensures time sheets are entered into the accounting system on a weekly basis.
• Processes expense reports.  Generates and/or processes other reports as necessary.
• Set up projects utilizing spreadsheet software and/or database systems.
• Keeps abreast of PC business applications by maintaining contact with other administrative assistants and members of Information Management Services.
• Performs other tasks or participate in special projects as assigned.

What You Will Need:

Education and Experience

• High School Diploma or equivalent.
• Requires a minimum of 5 years previous administrative office experience or a combination of education and experience.

Knowledge, Skills and Abilities

• Ability to develop a working knowledge of ABS Rules, Guides, statutory regulations, and related instructions, as well as the ABS Employee Safety Policy.
• Advanced level skills in the use of office equipment (adding machines, copiers, fax machines, etc.).
• Advanced level skills in office automation software (some of which may include spreadsheets, word processing, presentation, mail/calendar/scheduler programs).  Aptitude to learn additional programs as required.
• Excellent oral and written communication skills, and arithmetic skills.
• Advanced level clerical and general office skills.
• Ability to handle routine and non-routine business matters in the absence of or on behalf of the Executive.
• Ability to simultaneously handle multiple assignments and prioritize workload accordingly.
• Demonstrated ability to interface with levels of personnel.
• Obtain a working knowledge of the ABS Health, Safety, Quality and Environmental Management Systems.

About UsWe set out more than 160 years ago to promote the security of life and property at sea and preserve the natural environment. Today, we remain true to our mission and continue to support organizations facing a rapidly evolving seascape of challenging regulations and new technologies. Through it all, we are anchored by a vision and mission that help our clients find clarity in uncertain times.
ABS is a global leader in marine and offshore classification and other innovative safety, quality, and environmental services. We’re at the forefront of supporting the global energy transition at sea, the application of remote and autonomous marine systems, cutting-edge technical solutions, and many more exciting advancements. Our commitment to safety, reliability, and efficiency is ever-present, guiding our clients to safer and more efficient operations.
Equal Opportunity
ABS Bureau is committed to the equal employment opportunity of its employees and prohibits discrimination against any employee or qualified applicant based on race, color, creed, religion, national origin, sex, gender identity, age, disability, marital status, sexual orientation, citizenship status or veteran status, or other non-work-related characteristics that may be protected under the law of the Federal Government or specific state employment laws.
Notice
ABS and Affiliated Companies (ABS) will not pay a fee to any third-party agency without a valid ABS Master Service Agreement (MSA) authorized and signed by Human Resources. Any resume, CV, application, or other forms of candidate submission provided to any employee of ABS without a valid MSA on file will be considered property of ABS, and no fee will be paid.
Other
This job description is not intended, and should not be construed, to be an all-inclusive list of responsibilities, skills, efforts or working conditions associated with the job of the incumbent. It is intended to be an accurate reflection of the principal job elements essential for making a fair decision regarding the pay structure of the job. #ogjs