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Administrative Assistant II

1 month ago

Houston, United States Immatics NV Full time
FLSA Classification: Non-exempt/Hourly

Schedule: Monday to Friday; 7:30 am - 4:30 pm; On-Site

Department: US-Administration

Reports to: VP Human Resources and US Site Lead

Supervisory responsibilities: No

Location: 13203 Murphy Road, Suite 100, Stafford, TX 77477

Position Summary/objective:

We are seeking an organized, punctual and detail oriented Administrative Assistant to join our dynamic Administration department. This position will provide administrative support to various departments and assist with day-to-day operations of the US-Administration team. Additionally, this position will provide direct support to the Associate Director Administration.

Essential functions:

  • Upon arrival to the office, check daily office spaces, which includes but limited to, maintaining cleanliness of the kitchen, common spaces. Assure that the kitchen is clean, stocked up, coffee is made, TV and music is turned on.

  • Review and manage the US visitors' calendar and provide logistic support (welcome E-Mail sent prior to the visit, escorting guests to their offices on the day of the visit).

  • Review the admin inbox and triage the emails accordingly.

  • Maintain polite and professional communication via phone, e-mail, and mail.

  • Anticipate the needs of others to ensure their seamless and positive experience.

  • Process administrative requests via the Self-Service portal daily.

  • Assist with day-to-day operations of the office and ensure the smooth running of all administrative functions.

  • Schedule meetings and rooms, invite participants, and arrange refreshments and equipment as needed.

  • Coordinate travel arrangements, such as booking flights, cars, hotels, and restaurant reservations

  • Support with purchase quotes for office supplies on behalf of the company.

  • Provide administrative support to senior management as instructed by supervisor.

  • Assist the administrative manager with the execution of events, such as: company meetings, conferences, retreats, Board meetings, site meetings and team-building activities.

  • Ensure office equipment is functioning and report problems promptly.

  • Receive deliveries; sort and distribute incoming mail at the Weatherford office daily and LSP office twice a week. Driving to LSP location is required twice a week.

  • Provide exceptional customer service and support to employees, vendors, and all parties interacting with the administrative office.

  • Provide real-time scheduling support by booking appointments and preventing conflicts.

  • Regular interaction with other teams or departments.

  • Maintain and replenish supplies prior to leaving the office.

  • Manage monthly credit cards reconciliation and expense reimbursements for executives and VP's weekly during down time (for two to three individuals).

  • Prepare materials needed for the onboarding of new employees.

Secondary functions:

  • Book reservations for the company apartment and schedule routine cleanings.

  • Limited interaction with external business partners.

  • Adhere to the administrative policies and procedures that align with the organization's goals and objectives.

Competencies:

  • Exceptional attention to detail.

  • Highly structured and organized working style.

  • Strong mindset of serving others.

  • Highly pro-active attitude.

  • Proficient verbal & written communication skills.

  • High degree of tact & diplomacy.

  • Strongest sense of responsibility within own/narrow scope.

  • Team-oriented and a strong team player.

  • Effective interpersonal skills.

  • Ability to establish and maintain good interdepartmental communication.

  • Demonstrated advanced administrative and analytical skills.

  • Demonstrated ability to prioritize multiple tasks and achieve project timelines.

  • Utilizes time efficiently and helps other team members.

  • Effective presentation skills (presentation of own work to larger teams with heterogeneous knowledge/background).

Work environment:

This is a sedentary position (at least 50% of time) in a typical office environment. There may be frequent interruptions with moderate noise levels and frequent use of printers, copiers, scanners, computers and other office equipment. Ability to sit, talk, walk, hear and communicate verbally and in writing is required. Occasional lifting of objects up to 25 lbs is expected.

Physical demands:

  • Communicating Verbally - expressing or exchanging ideas by means of the spoken word to impart oral information to others to convey detailed spoken instructions or other workers accurately, loudly or quickly.

  • Hearing - the ability to hear, understand, and distinguish speech and/or other sounds one-on-one, group or conference, telephone, and other sounds.

  • Keyboarding - entering data or text into a computer or other machine by means of a keyboard. Devices include a traditional keyboard, 10 key-pad, touch screens and others.

  • Lifting - raising or lowering an object (up to 25 lbs) from one level to another (includes upward pulling). Carrying is to transport an object - usually by holding it in the hands or arms but may occur on the shoulder.

  • Near Visual Acuity - clarity of vision at approximately 20 inches or less (working with small objects, reading small print, including the use of computers).

  • Pushing - Exerting force upon an object so that the object moves away from the object.

  • Pulling - Exerting force upon an object so that the object moves toward the force.

  • Sitting - remaining in a sitting position for at least 50% of the time.

  • Standing/Walking - remain on one's feet in an upright position at a workstation.

  • Stooping - occasional bending the body downward and forward by bending the spine at the waist - requiring full use of the lower extremities and back muscles.

Travel required: Travel is required between Houston Sites

Required education and experience:

  • High-School Diploma Required.

  • Minimum of 3-5 years of administrative experience.

  • Experience using Microsoft Office: Word, Excel, Power Point.

  • Experience with booking corporate travel (Domestic and International).

  • Reliable form of transportation and Driver's License.

Preferred education and experience:

  • Associate degree or bachelor's degree

  • Experience with supporting C-Suite personnel.

  • Experience using SAP Concur.

  • Experience booking domestic and international travel on behalf of a company.

Work authorization/security clearance requirements:

Legal eligibility to work in the United States is required. Immatics participates in E-Verify and all new employees will be subject to the Department of Homeland Security requirements for employment

Affirmative Action/EEO statement:

Immatics is an equal opportunity employer. All employment decisions including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, national origin, ethnicity, marital status, age, physical or mental disability, medical conditions, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law."

Other duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. This job description may not cover all duties that take place on a daily basis and may be changed as business needs change. Employee will be responsible for adapting and learning the duties as described above or as the new ones are introduced.