Secretary (T)

Saudi Aramco•Houston, TX

5d•Onsite

About The Position

The Secretary provides advanced-level administrative support and serves as a liaison between SAO and host companies for the Saudi Arab Professional Intern Program. This is a single-incumbent position, working under the general direction of the assigned Work Director. The role independently identifies potential host companies or works with existing hosts to arrange intern assignments and monitors approved budgets for interns’ training needs. The position coordinates placements and contracts, supports J-1 visa paperwork, and liaises among Saudi Aramco, host companies, and intern candidates. During assignments, the Secretary monitors budgets and intern progress, collects monthly reports and timesheets, ensures performance appraisals are completed, advises interns as needed, and coordinates end-of-assignment needs. After assignments, the role resolves outstanding personal matters and may make deposits into interns’ bank accounts. The Secretary uses company information systems to enter and retrieve information and performs other advanced administrative and information-management duties as assigned. The role interacts with vendors, contractors, consultants, SAO departments, host companies, interns, and personnel at various organizational levels. Travel to meetings, seminars, vendor offices, and occasional intern or host-company site visits in Houston and throughout North America is required. This is a temporary position anticipated to last approximately 52 weeks.

Requirements

High school diploma required.
Ten years of technical, secretarial, or administrative experience required.
Ability to communicate and comprehend logically, accurately, and concisely in English at the level required for the job.
Good work habits, a strong work ethic, and adherence to company work hours, policies, and standard business etiquette.
Proficiency with advanced word processing, spreadsheet, and database functions in a Windows environment.
Ability to create complex queries, macros, forms, graphs, reports, and presentations.
Ability to present information logically and provide training to coworkers as required.
Ability to use standard and specialized work tools with minimal direct supervision.
Ability to develop additional specialized tools to support management and professional staff.

Nice To Haves

Additional formal education, such as one or more years of college.
High-level familiarity with company information systems and work processes in the assigned organization.

Responsibilities

Contact existing host companies and potential host companies to discuss intern placements.
Participate in contract negotiations and follow through on contract execution with host companies.
Liaise among Saudi Aramco, host companies, and intern candidates.
Initiate paperwork for J-1 visa applications.
Monitor approved budgets for interns’ specific training needs and requirements.
Monitor intern assignments with host companies and interns.
Collect monthly reports and timesheets from interns.
Ensure each host company completes intern performance appraisals twice during the assignment.
Advise and counsel interns on professional, technical, or personal issues as needed.
Coordinate interns’ end-of-assignment needs, including vacations and housing upon return to SAO.
Resolve outstanding personal issues for interns after they leave the United States.
Make personal deposits into interns’ bank accounts as needed.
Use company computer systems to enter and retrieve information.
Perform advanced administrative duties and information-management support as assigned.
Liaise with other SAO departments and outside parties and discuss assignment progress with the Work Director.
Travel to meetings, seminars, vendor offices, and occasional intern or host-company site visits.