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Administrative Assistant
1 month ago
Description: Specific job responsibilities:
- Provides administrative support to supply chain teams for calendar management and travel arrangements.
- Manage new hire and contract worker onboarding process to include scheduling introductory meetings, initiate IT onboarding equipment ordering, request/assign workspace.
- Process POs using SAP system.
- Prioritize workload involving multiple projects/timelines.
- Familiar and verse at using software programs (MS Office, Teams and SharePoint Online).
- Under manager's direction, create draft reports, documents, presentations, and templates using raw data.
- Incumbents may also gather data using internet searches.
- Responsible for coordinating events which includes the planning, organizing and implementation of several event activities.
- Liaise with guests to assess needs and coordinate activities such as travel, hotel, expense reports and tools and materials for presentations.
- Correspond directly with vendors/suppliers.
- Act as a resource to other administrative assistants and have working knowledge as back up to the Administrative Coordinator if they are out of the office.
- Keep the bigger picture in mind and influence workflows accordingly.
- Excellent verbal, written, and interpersonal skills are required.
- Requires knowledge and understanding of administrative and office policies and procedures.
- Must possess good proofreading and editing skills for technical documents.
- Experience with data management and advanced knowledge and experience using several office SW, i.e. MS Office, Teams, SharePoint Online required.
- Works under minimal supervision. Receives occasional direction from manager to perform non-routine job responsibilities and duties.
- Proven administration experience within a fast-paced organization supporting senior level management.
- Knowledge of and/or willingness to independently learn the company's administrative processes and systems.
- Keen to take the initiative.
- Resilience under pressure will be a distinct advantage in the role.
- Forward thinking with excellent communication and high-level organizational skills.
- Comfortable working with ambiguity in an individual or team environment.
- A BA or BS degree is preferable. Requires a minimum of a high school diploma plus strong administrative experience.
- 5-7 years with progressive/increase of responsibilities
- Resilient profile with the ability to deliver in an ambiguous environment
- Ability to engage and manage multiple stakeholders to achieve the objectives
- Curious with learning agility
- Operational excellence
- Organized with systematic approach to prioritization
- Process-orientated to achieve the business objective
- Experience supporting multiple leaders, attention to detail, able to work independently with little supervision, able to pivot quickly when priorities change at a moment's notice.
- Mature, calm, friend, approachable demeanor.
- While the volume of work and deadlines can be daunting, the exec directors and others in the dept are reasonable, fair and supportive.
- Required Degree or Certification not applicable.