Administrative Support Specialist
2 weeks ago
Job Summary
We are seeking a highly skilled and experienced Senior Administrative Assistant to support our R&D leadership in Rochester, NY. As a key partner to our R&D team, you will handle complex administrative duties, interact with senior leaders and executive contacts, and maintain confidentiality and discretion.
The Opportunity
This is a dynamic and varied role that requires a strong customer excellence and customer satisfaction mindset. You will be responsible for managing complex travel plans, visas, passports, calendars, and expense reports, as well as facilitating visitor travel and hotel arrangements.
Key Responsibilities
- Provide administrative support to R&D leadership, including calendar management, travel coordination, and expense reporting.
- Serve as the R&D point of contact for other departments and stakeholders within the organization.
- Communicate with external partners, senior leaders, and department employees with a high level of confidentiality.
- Manage complex travel plans, visas, passports, calendars, and expense reports.
- Facilitate visitor travel and hotel arrangements.
- Coordinate meetings, including catering for small and large meetings.
- Order and maintain office supplies, equipment, and manage expense reporting.
- Place purchase orders in support of R&D team in Ariba.
- Receive and process invoices for Accounts Payable.
- Monitor, follow-up, and resolve invoices that require additional information.
- Multi-task and manage through issues proactively, providing information to contacts and handling questions, issues, and follow-ups.
- Process incoming and outgoing mail.
- Perform other related general office management duties as assigned.
Requirements
- 8+ years of office management or administrative experience.
- Experience planning meetings, both large and small.
- Experience with Microsoft Office Applications (Word, PowerPoint, Outlook, Excel).
- Office manager experience within a corporate setting.
- Previous experience supporting senior leaders.
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