What are the responsibilities and job description for the Administrative Assistant position at Penn Engineering?
Position Summary
The Administrative Assistant is responsible for ensuring the PROFIL office operates efficiently in alignment with established standards. This role supports the President and the leadership and sales teams with day-to-day operations.
Key Responsibilities & Essential Functions
- Provide administrative and clerical support to President and leadership staff; calendar management for respective executives
- Serve as a point of contact for internal administrative and office-related needs
- Organize customer visits, internal/external meetings and special events (conference room set up, welcome TV communication, coordinate catering, notice to participants, post-meeting clean up, etc.)
- Arrange travel and accommodations and submits expense reports on behalf of management
- Communicate/distribute company-wide messages concerning office related announcements, events and office etiquette
- Respond to maintenance requests and serve as point of contact for office inquiries; maintain shared resources such as copiers, printers, and office equipment
- Track usage of company-owned business vehicles, including maintaining logs, scheduling maintenance and repairs, and coordinating insurance-related documentation
- Participates in employee event committee
- Conduct clerical duties including filing, processing incoming and outgoing mail, answering and returning phone calls, preparing documents, maintaining clean office environment, and ordering and restocking supplies and refreshments.
- Process employee expense reimbursements (safety shoes, safety glasses, etc.); orders bereavement and special occasion items for employees
- Professionally maintain confidential data, information and concepts
Assist in ad-hoc projects as needed
Qualifications:
Required Qualifications
- Associate degree or equivalent required; a combination of education and experience will be considered
- 3 years prior administrative support experience
- Prior experience with travel arrangements, expense reports and event planning
Preferred Qualifications
- Bachelor’s degree
- Experience in a manufacturing environment
- Experience supporting C-suite level
Skills & Competencies
- Organized and able to manage time/projects with strong attention to detail
- Ability to maintain and handle confidential information
- Excellent interpersonal and verbal/written communication skills
- Ability to work with all levels of staff and management
- Proficiency in Microsoft Office (Outlook, Excel, Word)
- Self-motivated and able to work independently in a fast-paced environment
Physical & Environmental Requirements
- Able to sit or stand for 8 -10 hours a day.
- Unairconditioned manufacturing facility and air-conditioned office
On-site 5 days per week