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Administrative Assistant
Ref No.: 18-21985
Location: East Chicago, Indiana

Our client is seeking an Administrative Assistant to support a technical project team in an active refinery in northwest Indiana. The administrative assistant will be in an equipped trailer designated for the environmental team. We are looking for an experienced professional to support the client and multiple engineers, scientists and technicians. We are looking for a highly organized person with drive, initiative and with excellent word processing and document control skills who will act upon a schedule of tasks, activities and client deliverables without considerable oversight and direction.

The Administrative Assistant will perform the following functions:

Format reports and procedures documents in MS Word including Table of Contents, headings, bullets, tables, and figures.
Prepare and/or deliver routine reports including, but not limited to:
Hours and mileage reports
Safety reports
Regulatory reports
Enter operations and maintenance data into databases.
Documentation and filing of meeting minutes, training sessions, etc.
Schedule visitors to worksite and training at the refinery.
Maintain filing system and perform document control.
Process invoices and track expenditures from various entities.
Perform general office functions such as ordering office supplies, processing invoices, perform photocopying and binding of documents, and organizing meetings/lunches.
Perform support tasks assigned or requested by Project Manager, Client, scientists, engineers and technicians.

High school diploma or equivalent required.
Minimum of two years of experience, in an administrative assistant type of function, supporting technical staff and technical programs or comparable technical/vocational education.
Experience working as an administrative assistant in an industrial setting supporting a technical team preferred.
Experience interfacing with clients, and personnel at all levels.


Strong written and verbal communication, organizational, and interpersonal skills are required.
Must be proficient with reporting and tasks related to financial data management.
Must be proficient in advanced functions of MS Word and Excel. Successful candidate will be proficient in creating and modifying templates in MS Word.
Must have a demonstrated ability to administer a variety of activities simultaneously, set priorities, and meet deadlines.