Sr Assistant

Summary:

This position will be responsible for providing administrative support to the Power Optimization team.

Essential Duties and Responsibilities:

- Maintain calendar and contacts in Outlook

- Schedule and coordinate meetings including making travel arrangements

- Prepare of and other leaders monthly expense reports in Concur system and submission to senior management for approval

- Review of direct reports expense reports and time reporting

- Serve as department liaison with Service Desk/IT/HR when systems and equipment issues arise that impede employee work completion

- Manage weekly out-of-office calendar for division employees

- Gather monthly highlights and compile division highlight report

- Act as division “super-user” for MarketPlace billing system

- Ensure timely coding and submission of department invoices, including subscription, consulting, legal, and other various services and provide administrative support for the process flow of invoices through vendor payment

- Act as SharePoint Administrator – grant access to S/P, update home page, create folders or libraries as necessary

- General administrative duties such as handling phones, copies, faxes, scans, mailings, service desk requests, supply orders, etc.

- Maintain physical and digital records, including electronic filing of supply and other term contracts

- Act as mobile device POC

- Initiate and track new hire and employee office and equipment moves, coordinate office moves

- Schedule and coordinate interviews for outside candidates including coordinating travel with travel agency

- Train employees on Concur, eTime, WebEx, DOA, SmartSheets, etc.

- Coordinate building activities, holiday lunches, executive visits, quarterly update meetings, etc.

- Provide additional support where needed within the departments

- Act as resource for division on company policies and general knowledge

Requirements:

Education and/or Experience, Knowledge, Skills & Abilities:

- High school graduate or equivalent

- 2+ years using computer systems, basic office equipment and working with multiple levels in an organization

- Enthusiastic, personable, professional, and positive attitude with capability to deal directly with people

- Solid time management skills, critical thinking capability, ability to handle multiple projects, meet deadlines, and function independently and efficiently in a fast-paced and demanding environment

- Strong attention to detail

- Problem solving and research skills, with ability to recognize issues and source solutions

- Ability to communicate clearly, verbally and written

- Excellent organizational skills and work ethic

- Flexibility with ability to work in a team setting supporting several people

- Professionalism in representing senior executives

- Must be able to maintain a high level of confidentiality

- Functional knowledge of Microsoft Office software: Outlook, Word, Excel, PowerPoint

Preferred Qualifications:

- College degree or some college experience

- 5+ years as an administrative assistant or equivalent

- Experience with Adobe Pro, Visio, a plus.

- Knowledge of SharePoint, Concur, SAP, OpenText, TM1, or any advanced data management or accounting software

- Notary Public

Working Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

- Usually, normal office working conditions.

- Must be able to remain in a stationary position 50% of the time due to prolonged periods of sitting or standing.

- Occasional overnight travel may be required.

- Occasional visits to industrial/manufacturing settings, which may include exposure to various materials and chemicals, as well as extreme temperature conditions and loud machinery, and require appropriate personal protective equipment.