Department Assistant - Houston - Aspen Technical Staffing

    Aspen Technical Staffing
    Aspen Technical Staffing Houston

    6 days ago

    Description
    Department Assistant
    Location: Houston, TX
    Employment Type: Contract-to-Hire
    The Department Assistant provides comprehensive administrative and operational support to the Procurement, Safety, Project Management Section Managers, and Project Controls Section Managers within the Construction group. This role ensures continuity of daily departmental operations by collaborating with department leadership to provide, coordinate, and present critical department information. The position supports departmental and business line goals by delivering high-quality administrative services and facilitating effective communication across department and project teams.
    Key Responsibilities
    • Provide daily administrative and operational support to Construction group leadership and management teams.
    • Coordinate with department management to deliver administrative services aligned with department and business line goals and objectives.
    • Facilitate the dissemination of information to department staff and project teams as part of the overall communications and department management process.
    • Research and resolve departmental inquiries; provide accurate and timely responses.
    • Prepare and present meeting notes, presentations, reports, and tables using Excel, PowerPoint, Access, and other programs.
    • Develop procedures related to departmental and business line requirements; assist in the development of departmental business initiatives.
    • Monitor department deadlines and benchmarks; support the preparation and presentation of monthly progress reports, including tracking action items and updates.
    • Plan, coordinate, and facilitate on-site and off-site departmental meetings, including:
      • Department orientation and training
      • Stakeholder and management meetings
      • Periodic reviews
      • Catering arrangements (lunch and occasional breakfast meetings)
    • Coordinate Lunch & Learn events with outside vendors and subcontractors (estimated 2-3 per month), primarily supporting Procurement Section Managers.
    • Assist with coordination of all department events.
    • Support the Safety Department with office-wide PPE needs.
    • Coordinate required training programs and maintain training records for department personnel in conjunction with the corporate training department to ensure compliance.
    • Assemble and analyze business plan and financial report information for final business plan submissions.
    • Monitor, review, and approve standard departmental expenditures to ensure activities remain within established budgets.
    • Prepare departmental communications including emails, agendas, and meeting minutes.
    • Handle sensitive and confidential information with discretion and professionalism.
    • Coordinate department-related issues and complaints (e.g., workspace assignments, supplies, operational resources) and follow through to resolution.
    • Book travel arrangements for department leadership.
    • Complete expense reports as a delegate for department managers.
    • Assist in maintaining the Construction Fleet Truck.
    • Comply with all company policies, procedures, and standards.
    • Perform other duties as assigned.
    Requirements & Qualifications
    • Education: High School Diploma or GED required
    • Experience: Applicable office/clerical experience preferred
    • Technical Skills:
      • Advanced knowledge of Microsoft Word, Excel, PowerPoint, and Access
      • Experience creating professional presentation slides for meetings
    • Core Competencies:
      • Ability to work independently with accuracy, reliability, and strong problem-solving skills
      • Excellent organizational skills and attention to detail
      • Strong verbal and written communication skills
      • Proven ability to manage multiple tasks and priorities
      • Demonstrated ability to communicate professionally and effectively with all levels of an organization and external partners (clients, vendors, business partners, community leaders)
    Aspen Technical Staffing
    CELEBRATING 25 YEARS
    ~ ~

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