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Administrative Assistant

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The Administrative Assistant role provides daily business support to the General Manager Marketing Services. This is a 2-3+ month temporary assignment onsite, 5 days per week. This position is accountable for office management, administrative systems, processes, procedures, and providing these services in a way that enables an effective and efficient work environment.

Responsibilities may include:
• Managing calendar for the General Manager Marketing Services
• Providing general administrative support to General Manager Marketing Services and Brand and Strategic Projects organizations
• Providing office management for General Manager Marketing Services and Brand and Strategic Projects organizations including -, scheduling meetings, subscriptions/publications, and general communications
• Managing Outlook public folders and mail groups, shared drives and central files for Marketing Services Assisting with building and updating of shared team files and uploading to shared drives
• On-site and offsite meeting planning and scheduling for Marketing Services and meeting support for other U.S. Marketing departments including; coordinating calendars with outside agency/vendor partners for in-person meetings and conference calls, securing conference room or offsite location, pre-registering visitor attendants, procuring audio/visual aids and supplies, greeting/escorting outside visitors and providing food and beverages upon request.
• Providing off-site meeting travel assistance such as booking travel for meeting attendants or creating an example travel itinerary and communicating it to all meeting participants. Assisting with post-trip expense report processing for General Manager Marketing Services
• Providing support to Marketing employees for outside mailings and package distribution which may include printing of UPS mailing labels and coordinating pick-up with Mail Services
• Developing, maintaining and continuously improving administrative systems, processes and procedures through administrative sharepoint site
• Organizing various staff lunches, team building activities, town halls, workshops and other events
• Assists and trains employees with set up and use of SAP
• Ordering office, breakroom, and mailing supplies as needed
• Keeping conference rooms tidy, supplied and in good working order
• Keeping printers/copier in working order and supplied with paper and tone
• Other special projects as requested, i.e. photocopying, binder preparation, faxing, etc.
• Help provide back-up support to fellow admin assistants in the department when out on vacation, etc.
• Act as a floor warden for the U.S. Marketing department; attend monthly meetings, assist personnel with safety procedures during emergencies and drills
• System administrator for HSE Impact reporting system – input initial details of U.S. Marketing safety incidents into the Impact system
• Move coordinator for Marketing Services – responsible for setting up new hires and transfers with equipment/supplies, desk location and initial onboarding
Basic/Required:
• Legally authorized to work in the United States
• High school diploma or GED
• 5+ years of experience in an administrative assistant role
• Proficient in Microsoft Word, Excel, PowerPoint and Outlook
Preferred:
• Excellent verbal and written communication skills
• Excellent interpersonal skills and a team player; approachable and friendly demeanor; ability to work with all levels in the organization
• Excellent planning, organizational, and analytical skills; ability to handle multiple tasks, projects and meetings simultaneously
• Uses good judgment when prioritizing work assignments
• Dependable with high quality standards and productivity
• Desire to take on additional projects or responsibilities in addition to daily administrative functions
• Anticipates barriers and provides alternative solutions
• Work independently with minimal supervision to effectively and efficiently handle multiple tasks, projects and meetings simultaneously
• Proactively looks for ways to streamline processes and improve efficiency; demonstrates desire to improve operations of group

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