Administrative Assistant

Administrative Assistant

JOB-10045135

Anticipated Start Date

10/27/2025

Location

Kennedy Space Center, FL

Type of Employment

Contract-to-Hire

Employer Info

Client is a global leader in subsea, onshore/offshore and surface projects, providing engineering, procurement, and construction services.

Job Summary

Our client is seeking an Administrative Assistant. In this role, you will perform administrative duties that require proficiency, accuracy, judgement, initiative, discretion, and knowledge of protocol. You will handle both routine and complicated items, such as coordinating travel, preparing expense reports, and composing correspondence. Your ability to anticipate problems and changing priorities will help bring efficiency and organization to your team.

Job Description

• Performs routine to complicated administrative duties of a responsible and confidential nature, under minimal supervision
• Handles routine and complicated items independently and anticipates problems and changing priorities
• Coordinate meetings arrange for conference rooms, equipment, and refreshments.
• Organize material for meetings, presentations, and training sessions.
• Organize presentations and training material on the share drives while maintaining version control.
• Maintain professional appearance of conference rooms. Replenish supplies, as needed.
• Coordinate service awards luncheons and dinners
• Ability to operate a variety of audiovisual equipment in the presentation of programs, orientation, and conferences.
• Maintain and update distribution lists for email distribution.
• Must be able to demonstrate basic to intermediate proficiency using Microsoft Excel, Word, Outlook, and PowerPoint. A skills assessment will be administered to test proficiency.
• Duties require accuracy, judgment, a moderate degree of initiative, discretion, diplomacy, and knowledge of protocol; Works with confidential information
• Maintains a file of important matters for the executive’s attention upon return
• Anticipates changing priorities and problems, alerting the manager as required
• Coordinates travel arrangements and travel itineraries; Prepares detailed expense reports using Concur or other expense report software as required
• Order catering for meetings and confirm that after meeting the conference room is ready for the next meeting
• Composes routine correspondence for appropriate signature; Reviews outgoing correspondence to ensure accuracy and proper format; May be required to send documents to the client’s document management system
• Assists in coordinating internal and/or external meetings, maintaining calendar for responsible manager using Outlook or other calendar software, as appropriate
• Compiles and distributes conference notes and meeting minutes, and the action items that result from the conferences and meetings
• Assigns document numbers, prepares documents, and transmits documents so that they can be entered into company electronic document management system
• Assists with ML2 Construction Badging for visitors and new hires
• Assists with Area Access Requests
• Maintains departmental forms, databases, and tracking tools.
• Order Supplies for designated areas
• Provide timecard input or proxy for the project manager and/or team, as required.
• Prepare and proofread standard forms, correspondence, and reports.
• Assemble, copy, and distribute documentation packages.
• May coordinate project seating requirements.
• Work closely with IS&T to assure that employees have access to computers and shared drives.

Skills Required

• Requires 2-4 years of related experience
• Must demonstrate a positive attitude and work effectively with all levels of internal and external customers.
• Extensive experience in all phases of administrative and secretarial functions.
• Ability to coordinate manager-level meetings and adhere to project protocol.
• Must be proactive, have above average organizational skills, use individual initiative, and follow through on assignments until completion.
• Must be able to multitask while maintaining attention to detail and accuracy.
• Must be able to work effectively in an extremely fast-paced, high-energy environment.
• Must be flexible and willing to take on unexpected and/or unanticipated assignments as needed.
• Must be able to demonstrate professionalism and be able to interact with all levels of the organization.
• Must be able to independently anticipate problems and changing priorities.
• Must be willing and able to work overtime with little or no notice.
• Experience arranging travel and processing expense reports using an electronic system.
• The ability to extract, compile, and analyze non-technical and semi-technical data for complex reports.

Education/Training/Certifications

• High school diploma or GED.

Additional Requirements

• US Citizenship required

We are an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, age, national origin, disability, protected veteran status, gender identity or any other factor protected by applicable federal, state, or local laws.