HSE Administrative Assistant

The HSE Department Administrative Assistant is a pivotal, non-technical support role responsible for serving as the administrative, clerical, and logistical backbone of the entire HSE Department.

Key Responsibilities

• Maintains accurate, centralized electronic and physical records of all HSE documents, including incident reports, permits, training records, and compliance documentation.
• Manages and populates lists and tables, trending data as needed, and performs data entry as required within the HSE management system (HSMS).
• Assists with document preparation, including writing up articles, applications, and general correspondence.
• Assists in compiling presentations for HSE training, awareness campaigns, and management reviews.
• Manages both electronic and physical filing systems.
• Inventory and order general office supplies, medical/first aid supplies, as well as staff uniforms for the department.
• Order special items for departments such as planning calendars, parts, or tools on an ad hoc basis.
• Complete necessary requisition or purchase order documentation.
• Responsible for scheduling meetings and sending meeting invites to attendees across the department and the wider organization.
• Assists with program research and preparation for various initiatives, including training, awareness campaigns, and conferences.
• Assists with tracking progress and completion of corrective actions related to incidents, accidents, and observations, ensuring timely follow-up.
• Assists the team with documentation related to audits, safety systems, the environmental program, and the development and revision of policies and procedures.
• Completes various administrative tasks assigned by multiple departments within the company.
• Performs other duties as assigned by the Group HSE Manager.

Qualifications and Requirements

Education

• High School Diploma or equivalent.
• An Associate's Degree or secretarial/administrative certification is a significant asset.

Experience

• Minimum of 2-3 years of proven experience in an administrative or clerical support role.
• Experience with purchasing, inventory management, and quote gathering is highly beneficial.

Skills & Competencies

• Organizational Skills: Exceptional attention to detail and ability to maintain comprehensive, structured filing and record-keeping systems.
• Technical Proficiency: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with data entry/management systems.
• Communication: Strong professional verbal and written communication skills.
• Time Management: Highly efficient with the ability to manage multiple, overlapping deadlines and priorities across several projects.