Administrative Assistant

• Provides specialized administrative support to leadership and teams.
• Exercises considerable discretion and independent judgement in managing the flow of work within the area of responsibility.
• Works with a limited degree of supervision, with full authority of the supported leader(s).
• Role is broad admin support; key recurring tasks include:
  • Training system support (help with training credit/completions and related system requests).
  • Document & records management (both electronic and physical records) for production and maintenance.
  • Admin coordination for monthly community partner meeting (lunch setup / food coordination).
  • Vendor coordination (printer-related vendors; example: coffee vendor; boot vendor; Cintas).
  • Potential P-card / expense-related tasks (expense reports may occur, though current volume is low).
  • General plant admin + light IT-type requests (ex: printer navigation/support)

Responsibilities Duties

• Maintains an in-depth understanding of role, work group, and computer applications to work independently, appropriately prioritize work and provide professional administrative support to leaders, colleagues or groups in the organization.
• Able to meet tight deadlines in a fast-paced and quickly-changing environment.
• Demonstrated strong organizational skills.
• Proactive, resourceful and self-motivated.
• May supervise other administrative employees.
• Independently schedules meetings and events, books conference rooms, orders food drink, escorts and manages visitor guest process.
• Coordinates the end-to-end delivery of department or group events or special projects.
• Take notes at meetings and compress relevant information into a brief summary action items.
• Clear and concise verbal and written communication skills.
• Creates open channels of communications to help the department understand and utilize information more effectively.
• Trusted with sensitive confidential information; proven discretion required.
• Administrative point of contact with the ability to rapidly establish rapport within workgroup, leadership and clients, internal and external.
• Proactive approach to problem solving.
• Ability and knowledge to answer business function questions and take appropriate actions in the absence of the Leader.
• Excellent organizational skills and results-oriented.
• Strong attention to detail and ability to keep work flowing without distractions or interruptions.
• Good time management skills - ability to plan your tasks and the time they will take.
• Supervise other office assistants or delegate work to other admins and other office workers.
• Displays approachable demeanor for a positive coaching and mentoring environment by supporting an inclusive culture.
• Ability to work in a team and prioritize requests from multiple managers.
• Work effectively with others to meet or exceed organizational goals.
• Ability to arrange complex domestic and international travel and prepares itinerary.
• Strong attention to detail.
• Understands time zone and cultural differences.
• Complex calendar and time management to support leader and business objectives. Independently works to manage changing priorities and circumstances.
• Experienced with numerous business software applications stays up-to-date on changing technology (e.g., Microsoft Office).
• Ability to quickly learn new internal electronic systems, and to share knowledge with others.
• Advocate for corporate safety behaviors; often may be safety warden or contact for team, floor, etc.
• Must be able to set priorities and have the ability to simultaneously handle multiple tasks. Must be flexible and able to quickly adapt to changes and anticipate needs.
• Demonstrated self motivation. Reduce complexity to simplicity.
• Strive to do more than what is expected of you. Actively request feedback and follow it.
• Network with other admins, groups, to leverage best practices. Takes well-calculated risks in cooperation with leader, team or project leader.
• Builds and maintains relationships inside and outside natural workgroup to achieve a positive outcome. Drives a culture of trust and transparency. 
• Demonstrated SME traits with MS Office platform, proprietary systems software and collaborations tools.
• Able to assist managers and team members with everyday IT issues. Retrieves information from role-related information systems and makes basic decisions based on it. C

Minimum Requirements / Education:

• Education minimum: High School Diploma or GED