COMPANY SUMMARY: Henkels & McCoy Group (HMG) is an industry-leading, privately held engineering and construction firm and, through its subsidiaries, provides critical infrastructure for the power, oil & gas pipeline, gas distribution, and communications markets throughout North America. HMG's subsidiary, H&M Shared Services, connects financial, administrative, and other support resources to HMG affiliate companies.
POSITION SUMMARY:
We are searching for an experienced Administrative Specialist to join our critically important Health, Safety, and Environment team! Our Administrative Specialist lives our values by providing a high level of administrative support to our Vice President and Health, Safety, and Environmental department. Daily duties include screening calls, managing calendars, travel and expense management, technical report creation, and data analysis and meeting/event coordination. To be successful in this role the Administrative Specialist must have strong computer and internet research skills, flexibility, excellent interpersonal skills, and project coordination experience. This individual must have the desire and ability to work well with all levels of internal management and staff and on a team, as well as outside clients and vendors. Sensitivity to confidential matters is required.
ROLE AND RESPONSIBILITIES:
Leverage impeccable time management and organization skills to manage and coordinate all appointments, calendar events, travel and meetings for the designated executive
Arrange complex domestic travel and provide detailed itinerary with each travel segment
Schedule and coordinate on and off-site meetings, liaising with attendees, prepare briefing materials, reserving appropriate space and catering, track and execute follow up items, etc.
Exercise a high level of detail and accuracy when managing, drafting, and editing communications in all formats (email, phone and written)
Provide outstanding customer service when receiving and screening all incoming calls
Receive and record incoming good catches, near misses, safety coaching observations and customer contact meetings
Meet with the Vice President daily when they are in the office to review important issues, and the status of current projects and to receive instructions for new tasks
Meet with staff monthly to ensure alignment with key business strategy and objectives
Provide general administrative support to include expense management, filing, coordination of calendars / events, updating of specific automated systems, generation of reports, etc.
Setup and prepare for staff meetings and training sessions to leverage the department's time and allow the focus to be on the highest priority issues.
Serve as point of contact for administrative questions regarding 888 How's My Driving, Intranet Data Entry, and the ordering of safety literature
Track key office dates (birthdays/anniversaries, etc.) and coordinate recognition events
Update various internal systems / databases (ex. injury records, OSHA citations, training records, written warnings) and create reports, as needed
Update "key" internal reports, performance metrics, distribution lists, organization charts, and data feeds for department use scheduled or ad hoc
EDUCATION/QUALIFICATIONS/SKILLS:
Bachelor's degree or equivalent work experience required
Minimum 5 years of administrative or executive support experience
Experience supporting management leadership preferably with exposure to the utility or construction industry
Administrative certification or equivalent preferred
Ability and willingness to go to field construction operations
High level of proficiency Microsoft Office suite, Office 365 and Adobe experience preferred
Excellent spreadsheet management skills using Excel (including creation of spreadsheets), excellent proficiency in Outlook, Word and PowerPoinT
Ability to type 70 WPM
Strong analytical skills and excellent judgment
Impeccable integrity, discretion and confidentiality
Excellent communication (written and verbal) and interpersonal skills
Must be a team player with strong relationship building skills
Proactive work style with the ability to anticipate needs