Administrative Assistant II

POSITION SUMMARY

The Administrative Assistant II is an individual contributor who is responsible for coordinating, executing, and supporting operational needs of the Global Customer Center buildings and Concierge department.

This employee must be proactive and responsible for managing their responsibilities with minimum to no supervision and must have a sense of accountability to follow through with tasks and long-term projects.

To be successful the Administrative Assistant must possess good self-management, organizational, communication, interpersonal, and computer skills.

This role is a focal point for the department on general administrative/operational and compliance topics.

JOB RESPONSIBLITIES

• Administrative Duties:
  • Responsible for the purchasing and management of general supplies to the building and department.
  • Pro-actively perform walk-through to check the stocks, maintain areas organized and reorder items as needed.
  • Check stock arrivals against the lists of purchases to ensure orders were fulfilled. Distribute items accordingly (if needed)
  • Coordinate purchases and vendor payments through SAP. Ensure to follow all the necessary Procurement/Compliance guidelines.
  • Create templates, standards or records for all items that are purchased recurringly, for future reference and ease of reorder.
  • Maintain organized and efficient electronic file documents.
  • Manage vendor relationship, learning the contract needs, performing walk-throughs, providing feedback, following up.
  • Coordinate sourcing bids by working with department peers, create detailed technical documents for product/service sourcing.
  • Manage expense report on SAP Concur, track receipts, fill out compliance forms, etc.
  • Prepare and edit correspondence, reports and presentations as needed.
  • Responsible for the upkeep of meeting rooms, ensuring they are functional and have the supplies needed.
  • Build and maintain a good relationship with interdependent departments such as Procurement and Accounts Payable.
  • Occasionally coordinate office events such as team meetings, employee gatherings.
  • Break the receptionist for lunch daily and during time off, reroute phone calls and greet guests.

• Project Management Support:
  • Support supervisor with all project’s administrative/organizational tasks, such as meeting notes, records, spreadsheets, PowerPoint presentations, visual schematics, etc.
  • Plan, organize and coordinate various projects for the department.
  • Collaborate with stakeholders to define project scope and goals.
  • Develop project plans, timelines, and work with supervisor on budget.
  • Mobilize people as needed, schedule meetings, follow up on delegated actions.
  • Monitor progress, identify risks and issues, keep stakeholders updated, and ensure deadlines are met.
  • Conduct research and compile information for various projects reports.
  • Meet supervisor weekly/recurringly to present status and reports as needed.

• Compliance and Ethics
  • Know all applicable compliance policies and procedures pertaining to de department.
  • Acts as a gatekeeper, advising department members on applicable policies.
  • Handle confidential information with discretion and professionalism.

• Handle ad-hoc tasks and projects to support the overall operations of the organization.
• Other duties as assigned.

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES

Education:

• Bachelor’s degree in Business Administration, or equivalent education
  

Experience:

• Minimum of 3 years of experience working in an Administrative role.
• Previous experience in project management or coordination
• Intermediate to advanced knowledge in Microsoft Office Suite applications, especially PowerPoint, Excel and Word.
• Presentation and meeting conduction

Knowledge, Skills & Abilities:

• Highly organized and detailed oriented
• Independent thinker and self-starter. Demonstrates strong sense of initiative.
• Good prioritization, time management and self-management skills
• Excellent communicator, verbally or in writing. Good listening skills.
• Able to communicate with individuals at different levels of the organization.
• Demonstrate high personal integrity; does the right thing even when no one is looking; compliance perceptive.
• Good business perspective; understands how to navigate through the company’s processes and engage with key resources.
• Has strong problem-solving skills.
• Able to multitask and meet multiple deadlines. Handles pressure well.
• Strong knowledge of Microsoft Office Suite.
• Strong interpersonal and presentation skills.
• Second language is desirable, but not required.
• Portuguese speaking skills is desirable, but not required.

Working Conditions / Environment/ Special Requirements

• Ability to work in a safe professional manner adhering to all regulatory requirements including, OSHA, EPA, State and Federal regulations.

GENERAL COMMITMENT FOR ALL EMPLOYEES

• Commitment to company values and complies with department norms, policies, directives, and procedures.
• Incorporates Lean and P3E processes and concepts into daily activities.
• Strive for continuous improvement to processes and procedures.
• Honors and protects confidential and proprietary documents and information.
• Satisfies work schedule requirements.
• The job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required by the employee. Performs other duties as assigned.