Administrative Assistant

Posted 01 May 2023
Location Houston, United States of America
Job type Contract

Job Description

Administrative Assistant

Location: Houston, TX - Hybrid


The Willow Facilities Administrative Assistant will be located at the Engineering and Procurement Contractors office in Houston and shall support the facilities team located at that office and at the selected Gulf Coast fabrication yard (remotely). The administrative assistant will report to the Facilities Project Manager and coordinate member onboarding, the travel calendar, the team roster, etc. Coordination of meeting rooms and catering incl. corresponding invites is part of this assignment. Close cooperation and collaboration with the Wood team is required.

This position shall also support the Fabrication Management Team located at the Gulf Coast fabrication yard (remotely).

Key Roles and Responsibilities:

  • Position supports the operations of the Willow Facilities Management Team to provide an efficient and productive work environment.

  • Maintains confidentiality for sensitive organizational and manager information.

  • Position reports to the Willow Facilities Project Manager.

  • Coordinate meeting rooms, teleconferences, etc., for various project and organization meetings.

  • Ensure all files, information, e-mail, etc. comply with COPA document and records management (DRM) retention policy. Assist Willow Project Management Team personnel to comply with DRM.

  • Manage the on-boarding and off-boarding requirements directs and contingent staff. Includes office set-up, system account access management.

  • Maintain an up-to-date Willow Houston Management Team roster.

  • Maintain a proper level of office and breakroom supplies.

  • Maintain proper functioning of shared office, conference room, and breakroom resources.

  • Liaison for Wood admin. services and IT related processes.

  • Assist in organizing and executing team activities and group-wide events.

  • Maintain collaboration with support services personnel in other business groups.

  • Assist in management of inventory of recognition items.

  • Assist Information Management Lead in additional assignments as needed and dependent on experience and capabilities.

  • May be asked to take and distribute meeting minutes.

  • Maintaining the team travel calendar.

  • May be asked to support in reporting and other technical writing tasks.


  • Effective communication and interpersonal skills to work in a dynamic project team environment.

  • Working knowledge and experience using Microsoft Office Applications.

  • 5-10 years of experience working in professional industry.

  • Positive attitude and willingness to assist in other duties as needed.


  • 10+ years of experience in Aide/Coordinator position or similar role.

  • 5+ years of technical writing experience.