Administrative Assistant – Maternity Coverage

WSG Energy Services•Casper, WY

22h

About The Position

This role is a temporary position to cover maternity leave. The Administrative Assistant will provide comprehensive administrative and office support, with additional responsibilities in finance, HR, and project coordination. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment. This role requires discretion in handling confidential information and the ability to anticipate needs and proactively solve problems.

Requirements

Prioritize tasks effectively in a fast-paced environment.
Handle confidential and sensitive information with a high level of discretion.
Coordinate travel arrangements including flights, hotels, and itineraries when required.
Anticipate administrative needs and proactively resolve issues before escalation.

Responsibilities

Coordinate calendars by scheduling meetings, managing conflicts, and supporting leadership time management.
Prepare and format documents including letters, reports, presentations, and internal communications.
Maintain organized digital and physical filing systems for timely information retrieval.
Manage office supply inventory, place orders, and coordinate with vendors.
Perform receptionist duties including greeting visitors, answering phones, and managing front desk flow.
Manage shared inboxes, flag priorities, draft routine responses, and support communication flow.
Distribute internal memos, announcements, and company-wide updates.
Provide meeting support by preparing agendas, recording minutes, and tracking action items.
Act as a liaison between departments, vendors, clients, and leadership.
Assist with invoicing by submitting field tickets to Accounts Receivable and supporting follow-up inquiries as needed.
Prepare, track, and supervise processed and finalized purchase orders.
Assist Accounts Payable with adding new vendors to the system.
Help reconcile vendor statements and liaise with Accounts Payable to resolve discrepancies.
Support expense tracking by collecting receipts and preparing reimbursement documentation.
Coordinate promptly with Payroll regarding new hire information and required documentation.
Assist with onboarding by preparing new hire packets, scheduling orientations, and coordinating workstation setup.
Support HR coordination by maintaining employee files and assisting with administrative HR initiatives.
Help track attendance and ensure required employee documentation is properly filed.
Assist with project coordination by tracking deadlines, organizing materials, and supporting project managers.
Help maintain workflows, checklists, and standard operating procedures.
Support compliance-related tasks such as maintaining certifications and audit documentation.
Assist with organizing internal events, training sessions, and company meetings.
Prioritize tasks effectively in a fast-paced environment.
Handle confidential and sensitive information with a high level of discretion.
Coordinate travel arrangements including flights, hotels, and itineraries when required.
Anticipate administrative needs and proactively resolve issues before escalation.