Administrative Assistant III

3 weeks ago

Sacramento, United States IGT Full time
Responsibilities

• Process daily, weekly and monthly customer invoicing with great attention to detail and ensure tight turn-around delivery. Data Entry on multiple Excel spreadsheets and in SAP.
• Heavy amount of scanning and copying of critical and confidential information.
• Manage and track Office PCard expenses, including monthly reconciliation. Maintain expert knowledge of purchase policies and restrictions on PCard usage.
• Manage Purchase Order process. Work directly with vendors to provide pay dates on invoices and PO numbers when establishing PO’s. Ensure invoices are billed to correct entity.
• Request vendor quotes when necessary.
• Develop expert knowledge of MediusFlow APP to code and forward invoices properly for approvals.
• Coordinates and schedules travel, meetings, and appointments.
• Manage and schedule daily calendar and business activities across different time zones while using sound judgement to maximize time and meeting cadence.
• Coordinate and drive effective cadence of functional staff operating meetings by preparing agendas, presentations, and logistics. Organize multiple staff events annually.
• Prepare written reports, communications, and other materials as required.
• Assist with office management within area of responsibility – including ordering of office supplies, catering, managing office petty cash funds, managing front office visitors with proper badge access, organize staff lunches, and staff license renewals.
• Develop a sound understanding of current business issues and be able to provide timely support to the Sr. Director of Account Development Management (ADM) and management team. In addition, this role will act as a liaison and a problem solver.
• Assist Field Services with Purchase Order creations, order information, and Purchase Order information.
• Participate as needed in projects to solve complex problems, department, or organization-related work.
• Other duties as assigned.

Qualifications

• Advanced experience with Microsoft Office (Outlook, Word, PowerPoint, Excel).
• Positive can-do personality and ability to be forward thinking.
• Ability to successfully manage multiple projects simultaneously.
• Ability to work with all levels and personalities and tend to their individual needs.
• Highly organized, detail-oriented self-starter who is resourceful and can think outside the box.
• Strong organizational skills and the ability to be extremely flexible while managing conflicting, shifting, and competing priorities with minimal supervision.
• Strong communication skills (written and verbal), with the ability to effectively communicate and collaborate with a diverse range of people and job functions.
• Build strong working relationships with colleagues, team members and staff.
• Self-motivated with the ability to exercise independent judgment with minimal direction from senior management.
• Demonstrated ability to anticipate issues that may arise while taking initiative and acting with a high level of sense of urgency.

Keys to Success

• Building collaborative relationships
• Decision making
• Drive results
• Foster innovation
• Personal energy
• Self-leadership

#LI-JM1

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