Administrative Assistant (Leadership Calendar Management)

Responsibilities

Purpose: This administrative assistant role will provide cross-functional support to the MRO/Capital/EPC global purchasing organization. Job Duties include, but are not limited to, the following:

• Primary responsibility of supporting leaders in multiple US locations and collaborating with support teams globally.
• Extensive calendar management, strategically coordinating and prioritizing time-sensitive matters for multiple leaders to optimize efficiency and time management.
• Arranges domestic and international business travel. Books flights, cars, makes hotel and restaurant reservations, acquires Visa/Passport requirements as necessary.
• Completes expense reports for self and others and submits on behalf of leader and/or team in compliance with TER guidelines.
• Maintain distribution lists and organizational chart. Department focal point for Records Management.
• Coordinating large group meetings both internal and external, ensuring visitor access and direction is provided.
• Department focal point for and resource for office tools, equipment and supplies
• On-boarding new hires, request appropriate accesses, setup office space, order hardware, peripherals, and office phone.
• Ordering materials and supplies using appropriate applications
• Handling mail, faxes, shipping and other department requirements
• Serves as a member of the Purchasing Office Professional (POPs) team and provides backup for Purchasing administrative support staff.

The successful candidate will demonstrate the ability to:

• Work independently to produce quality and timely results with minimal supervision.
• Communicate and relate well to people from all levels both internally and externally.
• Work effectively with people from diverse backgrounds and cultures.
• Demonstrates comfort and skill when using technology, and aptitude to continuously become proficient in new software systems as needed.
• Provide quick, accurate, and consistent decision-making and problem-solving with excellent communication skills and impeccable attention to detail

• Work diligently to proactively maintain smooth day-to-day office operations.
• Multitask, manage complex schedules, and meet deadlines

Qualifications

• Associate's degree or higher preferred
• Experience working in an office environment, performing administrative tasks, providing support to coworkers, and managing multiple priorities.
• An organized self-starter enabling good judgment
• Well-organized, detail-oriented, ability to multitask with great follow up skills
• Strong verbal and written communication skills
• Proficiency in Microsoft applications, such as Excel, Word, PowerPoint, SharePoint, Teams and Outlook

• Experience with the creation and manipulation of large spreadsheets desired