Administrative Assistant

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Administrative Support:
  
  
  
  • Maintain department calendars, schedule meetings, and coordinate training and logistics.
  • Prepare and distribute meeting agendas, minutes, reports, and presentations.
  • Monitor and respond to internal and external communications in a timely and professional manner.
  • Track and organize departmental files, records, and correspondence (digital and hard copy).
  • Coordinate data for various incentive programs at all locations.
  
  
• Compliance and Documentation:
  
  
  
  • Assist in maintaining regulatory compliance documentation and tracking deadlines.
  • Support the preparation and submission of regulatory reports and filings.
  • Maintain up-to-date records of licenses, permits, inspections, and certifications.
  • Assist with the data management of Contractors Qualifications, Audits, and Training.
  
  
• Data Management and Reporting:
  
  
  
  • Set up new employees in the learning management system.
  • Train new employees on use of the training section of Hunt Connect.
  • Work with Environmental, Health, Safety, and Security departments to build curriculums and assign courses to individuals or groups.
  • Maintain and record training completions in Hunt Connect.
  • Support employees with problems/issues with training section of Hunt Connect.
  • Build new training courses in Articulate and upload into Hunt Connect.
    
    
    
    • Format and edit courses provided by the subject matter expert
    • Work with subject matter experts to import media, voice over components
    
    
  • Generate and print monthly overdue training reports for distribution.
  • Communicate with employees on overdue training courses.
  • Run training reports upon request and at routine intervals.
  
  
• Project Support:
  
  
  
  • Assist in the coordination of EHSS & Regulatory programs, audits, training sessions, and emergency drills.
  • Track the progress of departmental initiatives and ensure timely completion of action items.
  • Support the procurement and inventory of supplies and equipment.
  
  
• Communication and Liaison:
  
  
  
  • Serve as a liaison between the department and other internal departments, vendors, and regulatory agencies.
  • Assist with drafting internal communications related to safety alerts, policy updates, and training reminders.
  • When and if an emergency callout is initiated, monitor responses and give updates to the ICS team as necessary.
  
  

EDUCATION and/or EXPERIENCE

High school diploma or GED and three or more years of administrative experience, preferably in a compliance, safety, or regulatory environment is required. Prefer an associate or bachelor's degree in related field and/or equivalent combination of education and experience.

Skills & Competencies:

• Excellent organizational, time management, and multitasking skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management systems.
• High attention to detail and ability to handle confidential information with integrity.
• Familiarity with safety, security, or regulatory compliance terminology is a plus.

Work Environment:

• Standard office setting with occasional need to visit operational or field locations.
• May require flexible hours during audits, drills, or critical incidents.

CERTIFICATES, LICENSES, REGISTRATIONS

• Valid driver's license.