Administrative Assistant III

Job Title: Administrative Assistant III 35865

Description:

• Performs a full range of administrative support duties of a confidential and challenging nature, typically in support of a unit or the head of a major function.
• Facilitates work flow through a manager's office using organizational knowledge to determine how to handle incoming requests and assignments, including work going to and from other managers.
• May perform a variety of duties commensurate with this level, e.g., develop and maintain intranet web sites, assist with administration and negotiation of car programs, submit financial reports, assist with system and procedures definition, administer payroll; and may receive project work consistent with the skills and skill level found in the job's other work.

Responsibilities:

• Schedules meetings, coordinates travel arrangements, and maintains appointment calendars on behalf of department managers or supervisors; may coordinate meeting amenities (i.e., refreshments, etc.).
• Researches, resolves and responds to inquiries/concerns from internal and/or external customers.
• Escalates complex issues for resolution as appropriate.
• Gathers, creates, maintains and/or summarizes potentially sensitive or confidential data from various sources in order to complete reports and special projects and/or provide timely information to various customers.
• Distributes information as appropriate to department members or internal/external customers.
• May perform analysis of data and resolve discrepancies following prescribed procedures.
• Updates and maintains databases, systems applications or files to ensure accurate and current information is available for use by others.
• May develop and maintain more complex web sites with the assistance of basic web-publishing software applications.
• Receives and refers visitors and telephone callers within the department, which may require referring calls to different divisions, countries, or companies in multiple languages.
• May organize/maintain records of Supervisor's or others' projects and correspondence, following up on pending items; may facilitate/organize workflow through the supervisor's office, ensuring follow-up items are addressed.
• May create and maintain sensitive department records; uses data to prepare letters and memoranda at the direction of the supervisor or for supervisor's signature, and prepares documents for distribution.
• Conveys supervisor's instructions and requirements to others, and exchanges information with senior managers on the supervisor's behalf.

• Complete passport and visa applications
• Arrange and coordinate logistics for large offsite and onsite meetings with necessary resources (Teams Live, ON24, Executive Support, etc.)
• Produce reports, correspondence, presentations, and templates
• Stay tuned to COVID travel restrictions, Enterprise Security, and Occupational Health guidance to ensure travelers' safety
• Maintain office supply ordering and inventory for department/building
• Complete hardware request and IT, HR tickets
• Order and set up food/drinks/refreshments for meetings
• Put together travel itinerary folders with travel confirmations (flights, car rentals, hotels, COVID related information and agendas)
• Develop and maintain multiple departmental SharePoint sites, which includes document uploads, calendar updates, and the development of templates, agendas, and communications
• Coordinate with desktop computer support for various aspects of department and employee communication devices, cellphone, and laptop issues etc.
• Provide on-site support and access for various consultants and serve as a point of contact for visitors
• Schedule meetings and maintain calendars on behalf of leadership and management
• Work closely with Executive Assistants, HR, and Communications to coordinate reviews, meetings, events, and other communications.
• Order name plates for new hires or transferring employees for office space
• Support facility communications, talent development, and recognition events and activities (employee headshots, employee recognition, ELDP, EDD & year-end events, strategy meetings, engineers' week, monthly Company anniversaries etc.)
• Order and distribute items for recognition such as (patent plaques, awards, Yetis, polos, notebooks, chairs etc.)
• Back-up full time admin when out of office
• Respond to emails and calls
• Gather, create, and handle highly confidential information

Education:

• Degree is preferred but not required (open to any type of discipline)

The Ideal candidate will possess the follow qualities:

• Prior office management experience
• Flexibility to adjust schedule
• Work well in a team environment
• Have a positive attitude