Executive Administrative Assistant

GAS Global Services; Newark (DE); On-site; USD 55,000 - 60,000; Full time

Job summary

GAS Energy Staffing LLC seeks an Executive Administrative Assistant in Newark, DE to provide high-level administrative support to senior managers. You will manage calendars, arrange domestic and international travel, handle expense processing, and assist with budget tracking while maintaining strict confidentiality.

Responsibilities include coordinating meetings, processing invoices and POs in Oracle, maintaining records, and ensuring policy compliance.

Qualifications

• 2-5 years of experience in administrative positions with senior managers.
• Proficiency in Microsoft Office including Word, Excel, PowerPoint, and Outlook.
• Thorough knowledge of Oracle Purchasing and Vista Plus.
• Good communication and interpersonal skills.
• Ability to interface with customers at the executive level.
• Ability to type at least 60 words per minute and take shorthand.
• Strong written and oral communication skills.
• Ability to handle multiple tasks at once.
• Theoretical and practical business knowledge.
• Ability to function in a team environment.

Responsibilities

• Schedule and attend monthly sequential safety meetings.
• Manage calendars, schedule appointments, and organize meetings and events for the group.
• Arrange domestic and international travel, including flights, hotels, rental cars, passports, and international visas.
• Review expense reports and VISA purchasing card transactions for accuracy and policy adherence.
• Process purchase orders, requisitions, and ACEs online; set up vendors in Oracle.
• Coordinate office space, moves, and relocations.
• Maintain a professional appearance and attitude.
• Maintain office files, records, and personnel files.
• Prepare agendas and coordinate travel arrangements for visitors.
• Maintain strict confidentiality at all times.
• Review email and proactively handle routine correspondence.
• Interact professionally with business contacts inside and outside the company.
• Process confidential personnel paperwork, including employee requisitions, pay increase forms, relocation, and termination paperwork, with a high degree of professionalism and confidentiality.
• Prepare monthly expense reports.
• Assist with the budget process and review and analyze monthly expenses.
• Track monthly expenses in Vista Plus and the Oracle GL database.
• Apply knowledge of the company's purchasing and accounting systems.
• Drive projects through to completion.
• Use knowledge of the organization, policies, procedures, and personnel to exercise independent judgment on routine issues

Skills

Microsoft Office

Shorthand

60 WPM

Communication skills

Interpersonal skills

Executive interface

Multi-tasking

Teamwork

Education

High School Diploma or GED

Bachelor's degree preferred

Tools

Oracle Purchasing

Vista Plus

Job description

Executive Administrative Assistant

JOB-10047840 Anticipated Start Date November 2, 2026 Location Newark, DE Type of Employment Contract

Employer Info

Our client is a world leader in gases, technologies, and services used in many industries and for Health purposes.Oxygen, nitrogen, and hydrogen are essential small molecules for life, matter, and energy.With safety as their priority, training will be provided for all employees to ensure the job is done properly.This client also hires many of their full-time employees through temporary agencies, so many of our roles are temp-to-hire.This gives our candidates and the client an opportunity to ensure that this will be a good fit for a full-time role with their company.All roles have an opportunity for career advancement once full-time with our client and provide excellent benefits to their full-time employees.

Job Summary

Our client is seeking an Executive Administrative Assistant to provide administrative support to senior managers, including calendar and travel coordination, meeting arrangements, purchasing and expense processing, budget tracking, and confidential personnel paperwork. The role also involves supporting office operations, maintaining records, coordinating vendors and office relocations, and ensuring compliance with company policies, safety requirements, and confidentiality standards.

Job Description

• Work safely and promote safety within the organization
• Schedule and attend monthly sequential safety meetings
• Assist in building safety requirements, promote and enforce good housekeeping
• Manage calendars, schedule appointments, and organize meetings and events for the group
• Manage office supplies, mail, phone coverage, and other general administrative duties
• Arrange domestic and international travel, including flights, hotels, rental cars, passports, and international visas
• Review expense reports and VISA purchasing card transactions for accuracy and policy adherence
• Process purchase orders, requisitions, and ACEs online; set up vendors in Oracle
• Coordinate office space, moves, and relocations
• Maintain a professional appearance and attitude
• Maintain office files, records, and personnel files
• Prepare agendas and coordinate travel arrangements for visitors
• Maintain strict confidentiality at all times
• Review email and proactively handle routine correspondence
• Interact professionally with business contacts inside and outside the company
• Process confidential personnel paperwork, including employee requisitions, pay increase forms, relocation, and termination paperwork, with a high degree of professionalism and confidentiality
• Prepare monthly expense reports
• Assist with the budget process and review and analyze monthly expenses
• Track monthly expenses in Vista Plus and the Oracle GL database
• Apply knowledge of the company's purchasing and accounting systems
• Drive projects through to completion
• Use knowledge of the organization, policies, procedures, and personnel to exercise independent judgment on routine issues

Skills Required

• 2-5years of experience in administrative positions with senior managers
• Proficiency in office automation tools Microsoft Office proficiency, including Word, Excel, PowerPoint, and Outlook
• Thorough knowledge of Oracle Purchasing and Vista Plus
• Good communication and interpersonal skills
• Ability to interface with customers at the executive level
• Ability to type at least 60 words per minute and take shorthand
• Strong written and oral communication skills
• Strong attention to detail and accuracy
• Ability to demonstrate tact and integrity when contacting internal and external customers
• Ability to make decisions about work priorities to manage workload effectively and efficiently
• Ability to handle multiple tasks at once
• Excellent verbal and written communication skills
• Theoretical and practical business knowledge
• Ability to function in a team environment

Education/Training/Certifications

High School Diploma or GED Bachelor's degree preferred

Additional Requirements

Must be able to pass a drug screening and criminal background check

Pay Rate/Salary

$40.00-$43.27/hr.Compensation will be offered within this posted range based on experience, skills, and market factors.

Equal Opportunity Employer

GAS Energy Staffing LLC is an Equal Opportunity Employer.Employment Decision are made without regard to race, color, religion, sex, sexual orientation, age, national origin, disability, protected veteran status, gender identity or any other factors protected by applicable federal, state or local laws..