Administrative AssistantPlainfield, United States

Purpose:

To provide administrative support to the Vice President of Supply and the Plainfield Plant Leadership team. This support role makes each LT member’s function run smoothly in terms of meetings, large conferences, issues, communications, etc. This role will also perform office manager tasks to ensure a smooth day to day running of the business needs.

 

Complexity of Role: 

Incumbent handles details of a confidential nature, and performs administrative functions based on understanding of functional guidelines and procedures. This person must be able to juggle multiple priorities across several stakeholders.

 

Key Outputs:

Arranges intense agenda of travel itineraries and reservations for the site VP and Leadership Team.

Responsible for the logistics and coordination of team and regional functional meetings.

Processes travel expenses according to company guidelines, using Concur system. 

Reads and routes incoming mail.   The role also involves managing meeting schedules.

Coordinates department mailings and composes and types correspondence, files records, etc.

Answers telephone and gives information to callers or routes calls as appropriate; places outgoing calls.

Anticipates and prepares materials needed for conferences, appointments, meetings, telephone calls, etc.   

Prepares special or one-time reports, summaries, power point presentations, replies to inquiries, selecting relevant information from a variety of sources. 

Keeps record of expenses, compared to budget.

Works closely with the administrative team in the BTC on common projects and day to day activities as well as administrative teams for CLT and SET.
 

Experience Required:

 Minimum of 5 years secretarial experience working for top level executives, preferably at multinational companies and managing multi managers.

Experience in organizing events.

Highly proficient in the use of Microsoft Outlook, Powerpoint, Excel, Word.   Database management desirable.

Excellent communication skills

 

Needs to be/have:

Self starter, with experience in managing projects and solving issues without the need of supervision.

Dynamic, proactive, able to multitask.

Able to work comfortably at a fast-pace, high-performance environment.

Very good organization skills, able to prioritize

Detail oriented, focused on results, very responsible.

Strong team player

Very good interpersonal skills.

Ability to interact effectively and confidently at all levels within the organization and with external contacts.

Administrative AssistantPlainfield, United States