Department Assistant

Advantage Tech is looking for a Department Assistant to work onsite for a client of ours in Houston, TX.  

• General Admin duties for the Department Manager (DM), including but not limited to:
  • Manage expense reports for DM and designated department personnel
  • Assist with travel arrangements for the DM and designated department personnel
  • Maintain contacts, meeting notes and trip reports in Outlook and CRM
  • Support tracking of client opportunities, proposals, or qualification packages
  • Plan and schedule offsite activities and or dinner/lunch reservations as requested
• Supporting the Department Manager (DM) and department related activities, including but not limited to:
  • Setting up department, client or partner meetings
    • Reserving conference rooms and sending invitations
    • Putting together and setting up presentations
    • Ordering and arrangement for drinks or meals (as applicable)
    • Take meeting minutes as requested
    • Performing meeting cleanup and restoration of meeting room facilities
  • Support of on-boarding / off-boarding of new employees
  • Maintain DM and/or department files or materials
  • Maintain DM and/or department action item lists and status reports
• Support of OGC Global Practice meetings, activities and/or events, in coordination with the division Executive Assistant and/or other department administrative staff.
• Assist with the development and maintenance of department information via Teams, Onenote and/or SharePoint
• Perform or assist with department and/or OGC global practice clerical and reprographics needs, including preparation of reports, binders, and presentations for internal or external use. Provide general support with copying, scanning, binding.
• General Administrative Support
  • Formatting reports, proposals and other internal or external documents
  • Updating manuals, procedures or department standards
  • Creating and/or updating presentations in Power Point or other formats.
  • Creating and/or updating reports or data in Excel.

Requirements:
Skills Needed

• Self-Starter
• Team Player
• Able to work with a partnership mentality
• Time management skills
• Organized
• Clear understanding of Priorities
• Energetic
• Flexible & able to multi-task
• Willingness to learn, share knowledge, & assist people at all business levels

Software

• Proficient in Word
• Excel
• PowerPoint
• Outlook
• Knowledge of SharePoint a plus