Administrative Assistant

The Administrative Assistant will be based at the Bagdad, Arizona mine site and will report directly to the Contracts Manager.

This position provides administrative and project support to site leadership and functional teams supporting the Bagdad TSF Project. The successful candidate will be highly organized, proactive, and comfortable working within a fast-paced heavy industrial engineering and construction environment.

• Coordinate day-to-day administrative activities for the assigned project and functional team.
• Prepare meeting agendas and accurately record, transcribe, and distribute meeting minutes.
• Provide administrative support to site leadership, the Contracts Manager, and project team members.
• Prepare and format correspondence, memoranda, letters, reports, presentations, forms, templates, and tables.
• Compile, organize, and maintain project information and statistical data as required.
• Establish and maintain organized electronic and paper filing systems.
• Manage the transmittal and filing of contract and project documentation to ensure accurate record keeping.
• Support document control activities associated with contracts, project correspondence, and administrative records.
• Review existing administrative processes and recommend improvements to operating procedures where appropriate.
• Interpret established company policies and procedures and provide information to assist with resolving routine issues.
• Attend project and team meetings as required, including representing the supervisor when appropriate.
• Coordinate with project personnel, contractors, suppliers, and other internal and external stakeholders.
• Perform additional administrative and project support duties as required.

Primarily responsible for routine administrative and project support activities, with solutions typically implemented through individual effort.

Works closely with project team members and other personnel within the same functional area or department, with moderate interaction with external stakeholders.

Works under regular supervision with some responsibility for organizing and prioritizing assigned tasks and deadlines.

No direct budgetary responsibility.

This position does not have direct people-management responsibility.

• High School Diploma or equivalent required.
• Minimum of five (5) years of administrative, secretarial, or project support experience.
• Previous administrative experience supporting heavy industrial, engineering, construction, EPC, or large capital projects.
• Strong written and verbal communication skills.
• Strong documentation, organization, and record-keeping skills.
• Experience preparing meeting agendas and taking and distributing meeting minutes.
• Experience managing project documentation, filing systems, and document transmittals.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Comfortable using standard office equipment and computer-based systems.
• Self-starter with the ability to learn quickly, manage multiple priorities, and work effectively with limited direction.
• Highly organized, dependable, productive, and committed to strong professional and business ethics.