Administrative Assistant

Summary

WES is seeking a Field Administrative Assistant and Facilities Coordinator to perform standard and varied clerical duties supporting day to day business activities of assigned leaders. In addition to coordination of the office needs and upkeep at multiple office with in the PRB, SWWY, and Utah Assets. Activities may include filing and retrieving documents, drafting memos, and otherwise providing administrative support within the WY/UT work groups. Meets and greets internal and external visitors, ensuring visitors are cleared according to proper security procedures. Prepares a variety of reports including weekly/monthly department status updates, routine project progress, business development activities, and expense reports.

Office management, including maintenance scheduling, office supply orders, catering needs, pool Vehicle maintenance and management, etc.

Qualifications

• Demonstrates WES Core Values.
• Proven experience in office administration or related roles.
• Proficiency in file management systems and software applications.
• Strong organizational skills with the ability to prioritize tasks effectively.
• Excellent communication skills, both written and verbal.
• Applies experience to issues/assignments assigned by leaders.

Responsibilities

• Provides basic administrative and office support for assigned departments. 
• Maintains calendar of assigned departments and individuals. 
• Assists with planning and logistics of internal and external meetings and events. 
• Manages office maintenance needs.
• Assists with meeting preparation.
• Oversee Pool vehicles and Operator assigned vehicles, insurance and registration updates, etc.
• Manages electronic and hard copy documents. 
• Prepares expense reports, documents, and other communications. 
• Generates reports and presentations according to guidelines. 
• Processes invoices, as required
• Completes other business tasks as assigned. 
• Demonstrates WES Core Values 
• Preserves confidentiality of assigned tasks 
• Familiar with Microsoft Office products 
• Displays understanding of departmental operations and procedures. 
• Follow established procedures.  
• Works collaboratively in a team environment 
• Proactively seeks to increase own knowledge and contributions. 
• Strong verbal and written communication skills  
• Works under close supervision 
• Identifies and resolves general issues and tasks. 

Education

• High School Diploma or GED.
• 1 or more years of experience.

Travel Requirements

• Travel outside of the Gillette area will be required to support field operation teams in the SWWY and Utah assets.

Work Schedule

• This position will be located in Gillette, WY and follows a Monday, Tuesday, and Thursday in-office and Wednesday, and Friday remote schedule. Unless meetings or events require in person support.