Department Assistant

DEPARTMENT ASSISTANT

Location: Kansas City, MO.
Job type: Contract-to-Hire

Our global EPC Firm client is hiring a Department Assistant for a contract-to-hire opportunity in Kansas City, MO.

The Department Assistant will provide administrative support for department management to ensure continuity of daily department functions and operations by collaborating to provide and present department information. This position coordinates with department management to provide administrative services in conjunction with department and business line goals and objectives.

• Facilitates the dissemination of information to the department and project teams as part of the overall communications and department management process.
• Resolves questions regarding the department; research and provide appropriate answers.
• Prepare and present meeting notes, presentations and tables utilizing Excel, PowerPoint, Access and other programs.
• Develop procedures pertaining to departmental and business line requirements and assist in the development of business initiatives for the department.
• Monitor department deadlines and benchmarks and support presentation of monthly progress reports including tracking action items and progress updates.
• Plan, coordinate and facilitate on-site and off-site meetings for the department. This may include: department orientation and training, stakeholder meetings, management meetings, periodic reviews, etc.
• Coordinate the required training programs and records for department personnel in conjunction with the corporate training department and project requirements to ensure compliance.
• Assemble and analyze information involving business plans, and financial reports, resulting in the final business plan submission.
• Monitor, review, and approve standard expenditures to ensure the activities of the department are conducted within established budgets.
• Prepare a variety of communication including emails, meeting agendas, and meeting minutes.
• Responsible for handling sensitive and confidential information.
• Coordinate department related issues and complaints, such as operational resources, work stations, space assignments and supplies, and follow up that resolution has been obtained.
• Performs other duties as assigned.
• Complies with all policies and standards.

Requirements:

Min HS min 3 yrs relevant experience OR Associates min 2 yrs relevant exp OR Bachelors 1 yr min relevant exp.

The ideal candidate will thrive in a fast‐paced environment and be able to support multiple departments across the organization. This individual must be highly adaptable and comfortable assisting team members and leaders who operate in different time zones.

Key Qualifications:

• Adaptability: Able to shift quickly between tasks and adjust to changing priorities.
• Cross‐Department Support: Experience supporting multiple teams or departments simultaneously.
• Time‐Zone Awareness: Comfortable coordinating with and supporting individuals in different global time zones.
• Continuous Learning: Demonstrates curiosity, initiative, and a strong drive for ongoing personal and professional development.
• Organizational Skills: Highly organized with strong attention to detail.
• Proactive Approach: Not afraid to ask questions, seek clarity, or anticipate needs before being asked.
• Heavy Calendar Management: Extensive experience managing complex calendars, particularly across multiple departments and time zones.
• Technical Proficiency:
  • Strong skills in Microsoft Office, especially Excel and PowerPoint
  • Power BI experience is a plus
• Event Planning Experience: Background in coordinating both internal departmental events and large‐scale conferences.

ESPO Corporation
Leaders in Technical Recruiting & Staffing since 1965

ESPO has a comprehensive benefits package which includes PTO, Group Health and Dental Insurance, and 401k after you have satisfied the necessary waiting periods.

We are an Equal Opportunity Employer and value the benefits of diversity in our workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity and expression, national origin, disability, protected Veteran status, or any other attribute or protected characteristic by law. If you need assistance applying, please get in touch with us directly.