Sr Assistant

Summary

This position will be responsible for providing administrative support to the Power Optimization team.

Essential Duties And Responsibilities

• Maintain calendar and contacts in Outlook
• Schedule and coordinate meetings including making travel arrangements
• Prepare of and other leaders monthly expense reports in Concur system and submission to senior management for approval
• Review of direct reports expense reports and time reporting
• Serve as department liaison with Service Desk/IT/HR when systems and equipment issues arise that impede employee work completion
• Manage weekly out-of-office calendar for division employees
• Gather monthly highlights and compile division highlight report
• Act as division “super-user” for MarketPlace billing system
• Ensure timely coding and submission of department invoices, including subscription, consulting, legal, and other various services and provide administrative support for the process flow of invoices through vendor payment
• Act as SharePoint Administrator – grant access to S/P, update home page, create folders or libraries as necessary
• General administrative duties such as handling phones, copies, faxes, scans, mailings, service desk requests, supply orders, etc.
• Maintain physical and digital records, including electronic filing of supply and other term contracts
• Act as mobile device POC
• Initiate and track new hire and employee office and equipment moves, coordinate office moves
• Schedule and coordinate interviews for outside candidates including coordinating travel with travel agency
• Train employees on Concur, eTime, WebEx, DOA, SmartSheets, etc.
• Coordinate building activities, holiday lunches, executive visits, quarterly update meetings, etc.
• Provide additional support where needed within the departments
• Act as resource for division on company policies and general knowledge
  
  

Requirements

Education and/or Experience, Knowledge, Skills & Abilities:

• High school graduate or equivalent
• 2 years using computer systems, basic office equipment and working with multiple levels in an organization
• Enthusiastic, personable, professional, and positive attitude with capability to deal directly with people
• Solid time management skills, critical thinking capability, ability to handle multiple projects, meet deadlines, and function independently and efficiently in a fast-paced and demanding environment
• Strong attention to detail
• Problem solving and research skills, with ability to recognize issues and source solutions
• Ability to communicate clearly, verbally and written
• Excellent organizational skills and work ethic
• Flexibility with ability to work in a team setting supporting several people
• Professionalism in representing senior executives
• Must be able to maintain a high level of confidentiality
• Functional knowledge of Microsoft Office software: Outlook, Word, Excel, PowerPoint
  
  

Preferred Qualifications

• College degree or some college experience
• 5 years as an administrative assistant or equivalent
• Experience with Adobe Pro, Visio, a plus.
• Knowledge of SharePoint, Concur, SAP, OpenText, TM1, or any advanced data management or accounting software
• Notary Public
  
  

Working Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Usually, normal office working conditions.
• Must be able to remain in a stationary position 50% of the time due to prolonged periods of sitting or standing.
• Occasional overnight travel may be required.
• Occasional visits to industrial/manufacturing settings, which may include exposure to various materials and chemicals, as well as extreme temperature conditions and loud machinery, and require appropriate personal protective equipment.