Administrative Assistant

True Oil LLC•Casper, WY

14h•Onsite

About The Position

True Oil LLC is hiring a full-time, on-site Administrative Assistant in Casper, Wyoming. The role provides primary administrative support to the CIO and Directors, including calendar and travel management, meeting preparation and documentation, project coordination, budget tracking, and confidential reporting. The position also supports other IT employees as needed and helps maintain efficient departmental office operations. The successful candidate communicates professionally with people inside and outside the company, handles sensitive information confidentially, and maintains constructive working relationships.

Requirements

High school diploma or equivalent education, or more than three years of experience in an administrative support role; IT or executive-level support experience is preferred.
Strong business acumen and ability to align decisions and actions with organizational goals.
Excellent customer service and telephone etiquette when handling calls.
Strong verbal and written communication skills.
Self-motivated, with a strong desire to learn new skills, processes, and technology.
Strong note-taking and documentation skills, attention to detail, and ability to track follow-up actions.
Ability to present information effectively and respond to questions from groups of managers and employees.
Ability to handle sensitive data and maintain confidentiality.
Professional knowledge of Microsoft Office applications, including Outlook, Excel, Word, ChatGPT, and PowerPoint.
Proficiency in spreadsheets, database management, and word processing.
Fluent written and spoken English.
Acceptable results of a pre-employment background check and drug/alcohol test.

Nice To Haves

Administrative support experience in IT or executive-level support.

Responsibilities

Manage the CIO/Directors’ calendars, including scheduling meetings and appointments and arranging travel.
Provide administrative support to other IT employees as needed.
Prepare and organize materials for meetings, presentations, and reports.
Take and maintain accurate meeting notes, documenting discussions, decisions, and action items.
Support IT projects, including policy updates, benefits administration, and employee engagement initiatives.
Track project timelines, deliverables, and progress, and provide regular updates to the CIO/Directors.
Track and report on departmental budgets, monitor expenses accurately, and communicate updates to the CIO/Directors in a timely manner.
Assist the CIO/Directors with confidential reports and documents.
Maintain office supplies and filing systems and support efficient office operations.
Route incoming and outgoing mail; answer department telephone calls, provide information, transfer calls, or take messages.
Establish and maintain records and files, including correspondence and reports.
Compose and type routine correspondence for supervisors and colleagues as requested.
Maintain awareness of the CIO/Directors’ travel and vacation schedules.
Communicate professionally and courteously with customers, coworkers, management, and other internal and external contacts, and maintain constructive working relationships.