Administrative Assistant

I. Job Summary:

The Administrative Assistant is responsible for a wide range of duties of a highly responsible and confidential nature. This position is responsible for varied assignments carried out with considerable independence. The incumbent is required to exercise strong decision-making skills and sound judgement. Accountable for providing administrative support to the Blue Ammonia project which will include receiving, logging, documenting, and distributing transmittals for all correspondence requests in a timely manner ensuring correspondence deadlines are met.

II. Major Responsibilities:

General

• Supporting the Project Director in various ways including;
  • Schedule and be of service for meetings/appointments
  • Communicate and interface with Corporate and Joint Venture partner staff
  • Provide logistical assistance
  • Reports
  • Itineraries
  • Handle telephone, messages and emails
• Organize travel for Blue Point project team personnel
  • Arrange/modify air, hotel and car rental for employees as needed independently through Direct Travel.
  • Manage travel profiles for employees who travel for CF Industries
  • Ensure Travel Authorizations are followed and organized
• Prepare and distribute routine reports in a timely manner
• Assist in developming, reporting, and monitoring the Director's budgets for project support expenses
• Provides administrative assistance to the Project Director and direct reports
• Responsible for retrieval of documents as requested by the Project Team members and assisting Project Team in searching for specific documents.
• Manage purchases on P-card for event coordination and office supplies
• Monitor purchases and expenses for adherence to project budget
• Maintain a professional working relationship with all departments.
• Understand and comply with established departmental processes and procedures to support internal control efforts. Identifies and brings to the attention of departmental management internal controls deficiencies.

The above statements are intended to describe the general nature and level of work being performed by person(s) assigned to this job. These statements are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel in this position.

III. Supervisory Relationships:

• Position Reports To: Site Project Director
• Subordinate Positions: None

IV. Incumbent Attributes:

• Education: Relevant Bachelor's degree or equivalent combination of education and experience.

• Years of experience : More than 5 years of related work experience is typically required to complete all essential job functions.
• Other unique job relevant attributes:
  • Requires being capable of handling several projects and support activities simultaneously.
  • Ability to work with restricted, confidential and sensitive information.
  • Ability to adapt to a changing environment and handle multiple priorities with little supervision.
  • Excellent organization, communication, presentation, and interpersonal skills including the ability to effectively converse, compose written documents and interact effectively with peers and supervisors.
  • Excellent writing and analytical skills with strong attention to detail and a high focus on accuracy.
  • Excellent computer skills including Microsoft Office software.
  • Must be able to acquire Transportation Worker Identification Credentials (TWIC).
  • Strong communication skills (written and verbal) required. Must be able to effectively communicate and interact with personnel of all backgrounds.

V. Position Scope/Contribution

• Breadth of Scope: Scope is typically across multiple work areas or processes but may support a single function. Impact is generally limited to the functional area(s) supported
• Communications and Interpersonal Skills: Regularly communicates both in writing and verbally. Communicates with internal and external customers most typically related to process transactions to exchange information. May communicate with others in addition to customers. May serve as intermediary between supervisor or leader to other teammates. Minimal to no influence and persuasion occurs.
• Complexity: May support complex problem-solving of a new or innovative situation. Regularly encounters complex situations within the normal course of a job's established procedures and practices.
• Decision Making Authority: Decisions are made using minimal independent judgment to identify issues and patterns within normal job duties based on prior similar situations and precedents
• Financial Accountability: Minimal to no financial responsibility other than one's own performance
• Strategic Influence: Does not impact strategic and operational planning and execution