Administrative Assistant

Overview

The purpose of this role is to provide flawless support to our business unit executive, leadership team, and site-level operations. The position involves managing calendars, planning travel, handling expenses, arranging meetings, taking minutes, and preparing reports and presentations. You will also organize and coordinate special projects from conception to completion, ensuring strict confidentiality and efficiency. As the ideal candidate, you thrive in a fast-paced, ambitious environment. You have a proven track record of keeping team members well-prepared for projects and meetings, handling confidential information with professionalism, and adapting swiftly to changing priorities.

Responsibilities

• The administrative assistant role works a normal 8-hour schedule with opportunity for limited overtime based on business needs.
• Coordinate and manage the schedules of the executive and other senior leaders, ensuring availability for collaboration with collaborators and meeting project deadlines.
• Schedule meetings, organize logistics for internal and external meetings, including conference room bookings, catering and visitor access requests.
• Arrange complex travel plans, itineraries, reservations, presentation creation/review, agendas, and compile documents for meetings.
• Research, prioritize, and follow up on issues and concerns addressed to executives, determining appropriate actions or responses.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion under deadline pressures.
• Support expense management and order supplies and materials as needed.
• Manage/prepare org charts, flowcharts, group contact information.
• Manage SharePoint access requests.
• Adhoc requests.

Qualifications

• Must be okay with working a short term assignment. 
• Proficient with Microsoft 365, including OneNote, SharePoint, Copilot, Powerpoint, Word and other MS apps.
• Ability to quickly adapt to Zoom, Emburse (Expense Reporting), TripSource (Travel Booking) and Smartsheet.
• Attention to detail, well-organized, self-starter able to prioritize and handle multiple tasks.
• Ability to work with multiple levels of management in a professional manner.
• Well-spoken and able to interact effectively with public and non-company personnel.
• Must meet conditional job offer requirements including background, drug test, fit for duty and agility.