Administrative Assistant

Job Title:    Administrative Assistant                                

Pipe Services International is a global full-service provider of engineering and pre-commissioning cleaning services to the downstream energy sector including refineries, petrochemical plants and power plants. Through commitment, dedication, and unmatched service quality, PSI is an industry leader providing these services on the world's most complex projects. We provide world-class services to our customers in their transition from construction to start-up. We have offices in North America and are expanding to Asia, Africa, Europe, and South America. All places where we currently conduct business with strategic alliance partners. We are well positioned for a rapid response to any project across the globe.

Job Summary

The Administrative Assistant will work as part of a team supporting multiple departments, ensuring smooth day-to-day operations, and providing high-level administrative support. This role involves a mix of office management, executive support, and general administrative tasks.

The ideal candidate is highly organized, professional, and eager to grow their skills while contributing to a fast-paced, team-oriented environment.

Key Responsibilities

Executive Support:

• Provide scheduling and calendar management for multiple executives.
• Coordinate travel arrangements, including booking flights, accommodations, and preparing itineraries.
• Prepare, proofread, and distribute executive-level correspondence, reports, and presentations.
• Manage meeting logistics, including preparing agendas, minutes, and follow-ups.

Office Management:

• Assist in maintaining office supplies, equipment, and overall organization.
• Coordinate with vendors and service providers as needed.
• Serve as a point of contact for office-related inquiries and issues.

Administrative Support:

• Manage departmental filing systems, both physical and digital, ensuring accuracy and confidentiality.
• Process invoices, expense reports, and purchase orders.
• Provide administrative assistance for projects, including tracking progress and deadlines.
• Support departmental meetings by handling scheduling, document preparation, and follow-up actions.

Team Collaboration:

• Partner with fellow administrative assistants to provide comprehensive support across departments.
• Serve as a backup for other team members during absences or busy periods.

Qualifications

Required:

• Minimum of 2 years of administrative experience (or equivalent combination of education and experience).
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with digital tools such as Teams, Zoom, or similar platforms.
• Exceptional organizational, multitasking, and time-management skills.
• Strong written and verbal communication abilities.
• Ability to handle sensitive and confidential information with discretion.

Preferred:

• Experience supporting multiple departments or executives.
• Familiarity with office management and project coordination tasks.
• Associate’s or bachelor’s degree in a related field (experience may substitute for education).

Benefits

• Competitive salary
• Health, dental, and vision insurance
• Paid time off (PTO, sick leave, holidays)
• 401(k) retirement plan with company match
• Opportunities for professional development and career growth