Main Responsibilities:
- Performing a wide range of administrative duties in a fast-paced environment.
- Dealing with sensitive and confidential information with limited supervision.
- Interacting with internal staff and external business contacts, e.g., reliably answering & returning phone calls and escorting visitors; understanding basic roles of the assigned staff groups so callers can be referred to the right people.
- Scheduling meetings as well as catering arrangements, e.g., organizing appropriately-sized rooms, ensuring supplies and technology are available for the meeting (e.g. whiteboards/flip charts, projectors, video conference, as required), ordering food as required in appropriate quantities (reconfirm in-person attendance), maintaining meeting agenda and materials, organizing meeting times that are acceptable for the attendees; resolving conflicts as necessary, document and distribute meeting minutes.
- Drafting correspondence (emails and letters) for the GM.
- Creating, revising, analyzing proofreading, and distributing various types of documents, presentations, and spreadsheets (Microsoft Excel, Word, PowerPoint, Outlook).
- Preparing monthly and quarterly reports as required, i.e., safety, expenses, compliance verification, audits, etc.
- Creating, managing, and maintaining various SharePoint and Intranet sites.
- Making travel arrangements, preparing itineraries, and managing calendars.
- Managing office supply inventory and ordering supplies as needed.
- Maintaining personnel information and organization charts.
- Distributing mail and arranging shipment of packages.
- Facilitating and promoting the annual records organization campaign (DRM - Document Retention Management)). Maintain master records lists
- High school diploma/GED
- Advanced proficiency in Microsoft Word, Excel, and PowerPoint; Outlook and SharePoint (perform the skill with limited assistance)
- 3+ years of experience in administrative support
- Advanced level of communication skills, both verbal and written
- Professional manner in dealing with colleagues and external parties
- Ability to prioritize, multi-task, and follow-up in a multi-faceted work environment, including managing unplanned/critical tasks at the same time
- Excellent interpersonal and organizational skills and ability to communicate effectively as this job requires frequent diverse interfaces with all levels of management
- Highly effective time-management skills; deliver results on time with high-quality standards.
- Strong work ethic, takes initiative to take on and learn new tasks, high energy level
- Knowledge of Livelink Document Management features for classifying, storing, and retrieving documents
- Recent work experience in dealing with building facilities-managing office space, including telephone and computer set-up
- Proficient (perform the skills with limited assistance) with SAP, Livelink/EDMS and CATS.
