Administrative Assistant
1 month ago
Core Functions / Minimum Requirements
The core functions of this position include, but are not limited to, the following:
- Perform administrative duties:
- Answer phone calls in a polite and professional manner and forward messages as needed
- Calendar maintenance for Directors and Department Managers, including prioritization, reminders and coordination across departments
- Processing of invoices and legal documents (signature and retention)
- Check daily interoffice mail and external mail
- Maintain functionality of and schedule service for printers, copiers and fax machines
- Order and maintain office supplies
- Develop and carry out an efficient documentation and filing system
- Coordinate and organize meetings, including scheduling, setting agenda, sending reminders and order catering, as necessary.
- Operate audio-visual systems during meetings, record minutes and ensure that meetings don’t exceed time limits
- Create and input division expense reports
- Make travel arrangements for Directors and Managers including requisition, hotel, flight reservations, ground transportation, etc.
- Maintain vacation schedules for both departments that will be supported
- Process HR e-reqs and epafs
- New hire set up and onboarding
- Performs other duties as assigned
Knowledge and Skill Requirements:
- Previous experience in an Administrative role
- Ability to work in a fast paced environment, with demonstrated ability to multi task and resolve problems effectively and efficiently
- Demonstrated record of fully competent administrative skills: writing, proofing, ability to organize, coordinate, and follow through on projects. The ability to handle multiple requests from internal and external customers.
- Must possess strong personal computer skills including Microsoft Office/Word, Excel, PowerPoint, Outlook, Oracle, PeopleSoft, Ad Management and Concur
- Excellent organizational, verbal and written skills with ability to prioritize work under pressure to meet strict deadlines
- Have strong customer service and teamwork skills with a willingness to assist others
Working Conditions & Physical Demands
- Ability to monitor computer screens for long periods of time
- Ability to work a hybrid schedule, with a current requirement of 4 days in person, as established by the division
- Ability to flex hybrid schedule to attend important meetings and vendor or store visits based on business needs
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