Administrative Assistant

3 days ago

Northborough, United States Saint-Gobain Full time

Saint-Gobain Research North America’s Administrative team is looking for a collaborative and professional Administrative Assistant who can support the essential functions of an innovative and high-demanding environment.

The Administrative Assistant will ensure streamlined operations and communications of the facility by providing critical administrative and organizational support to all levels of leadership, internal team structures and external customers. This will not only enable and promote internal teams to focus on their strategic goals and core responsibilities, but further provide a consistent level of efficiency and high-quality service.

The new Administrative Assistant must be able to schedule meetings and handle travel logistics in various regions, across multiple time zones, with a close attention to detail. This role is also involved in arranging logistics for team building exercises, trainings, internal R&D reviews and meetings, and certain offsite events. By efficiently managing calendars, fielding calls and emails, and coordinating meetings, the Administrative Assistant helps maintain productivity and minimizes disruptions, ensuring that the office functions seamlessly even in a fast-paced, ever-changing environment.

Key responsibilities of the role include but are not limited to:

Advanced Calendar Management and Scheduling

  • Calendar management.

  • Coordinate multiple schedules and organize internal and external meetings to include but not limited to, routine meetings, R&D Reviews, team events, candidate interviews etc.

Event & Team Project Management

  • Planning, coordinating, and executing multiple events from start to finish involving center wide and global activities.

  • Ability to work with outside vendors and venues.

  • Demonstrate ability to organize, plan and develop multiple projects within time constraints to meet deadlines (Diversity Day, Community Bazaar, R&D Reviews, Training events, Recruitment events, Admin Team projects, Inventors’ Recognition Dinner, Polymer Network Meeting etc.).

Administrative Tasks

  • Expense reporting, compiling, and analyzing simple and complex data, purchasing, domestic and international shipping, meeting minutes & action items tracked and monthly report consolidation.

  • Coordinate with various staff for operational support activities of the facility; serve as a liaison between departments and business units in the resolution of day-to-day administrative and operational problems.

  • Advanced working knowledge of MS Office products (Excel, TEAMS, PowerPoint, Outlook, and Word).

Travel Arrangements (Domestic and International)

  • Coordination of international and domestic travel reservations, assisting in obtaining travel visas, itinerary changes and filing of expense reports accurately and in a timely manner.

  • High school diploma or associate degree with a minimum of 5+ years of experience in executive level and/or business administrative roles.

  • Advanced knowledge in MS Office products, especially Outlook, PowerPoint, Excel and Word required.

  • Excellent interpersonal, written and communication skills.

  • Ability to recognize sensitive material and maintain the utmost discretion and diplomacy with a high degree of confidentiality.

  • Demonstrated ability to work independently to establish priorities, multi-task, meet deadlines, strong organizational, time management and planning skills.

  • High level of attention to detail and demonstrated problem solving skills.

  • Approaching tasks from a positive perspective and with openness to change.

  • Exceptional customer service skills: particularly internal customers located throughout the center and other Saint Gobain facilities worldwide.

  • Ability to manage top level managers supported with tact, diplomacy, and assertiveness.

Saint-Gobain provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Saint-Gobain is an equal opportunity employer of individuals with disabilities and supports the hiring of veterans.

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