Administrative Assistant

Administrative AssistantProvides administration and office support to headquarters building.Reception and Administrative SupportServe as the primary receptionist for the 268 Corporate Office, professionally greeting and directing visitors, vendors, contractors, candidates, and new hires.Manage general telephone and email correspondence, including monitoring the company voicemail and routing messages appropriately.Maintain and track temporary and contractor badges for the 268 Corporate Office.Distribute incoming mail and notify employees of package deliveries.Prepare outgoing mail and shipments, including USPS, FedEx, UPS, and DHL packages, documents, samples, and bulk mailings; prepare shipping labels, assist with resolving carrier issues, and maintain shipping supplies.Perform general administrative duties, including document preparation, word processing, electronic filing, scanning, data entry, and faxing.Maintain an organized inventory of vendor-provided promotional items and giveaways for use as employee prizes, gifts, and other company initiatives throughout the year.Cross-Functional Administrative SupportSales: Coordinate ITT Sales Team tradeshow logistics, including attendee registrations, hotel accommodations, lead retrieval, booth displays, marketing material shipments, and cost tracking.Operations: Coordinate state license renewals, address changes, and updates to designated representatives; maintain state licensing records and work with third-party partners, including Cardinal Health.Supply Chain: Prepare cover letters and coordinate documentation for international customer shipments, including invoices provided by Finance and original Certificates of Analysis provided by Quality, to support customs clearance.Quality: Scan and maintain batch records, e-file compliance/training documents, and any other documents that may be needed for audits.Human Resources: Assist with scheduling employment interviews and support new-hire and termination processes, including badge access, cubicle nameplates, telephone extensions, employee lists, preparing new hire welcome bags, ordering business cards, and providing office tours.Information Technology: Maintain an organized inventory of designated in-house IT items; coordinate orders for IT equipment and accessories as requested; provide basic support for employee and visitor sign-in tablets; and update PowerPoint content for employee communication monitors.Procurement and Financial SupportCreate purchase requisitions and process invoices in SAP and Kofax Process Director.Complete weekly reconciliations for designated American Express corporate credit cards.Coordinate office and kitchen/breakroom supply orders for the 268 Corporate Office and Warehouse.Meetings, Travel, and Event PlanningOrder and coordinate lunches for meetings and events, including setup and cleanup as required.Assist with planning and coordinating employee engagement activities and company events, including Family Day, Holiday Parties, food drives, and similar initiatives.Coordinate hotel, transportation, and other logistical arrangements for employees and visitors as needed.Office and Facilities SupportMonitor and maintain common office, kitchen, and breakroom areas and coordinate service, repair, and maintenance requests for coffee machines, vending machines, water coolers, water cooler filters, and other related equipment.Report building maintenance issues, including leaks and repair needs, to the appropriate landlord or service provider and follow up as needed.Serve as the primary liaison with the contracted cleaning services vendor, communicating site concerns, service issues, and other cleaning-related needs and following up as necessary.Training, Compliance, and Other ResponsibilitiesComplete required Piramal Learning University, Compliance Wire/Ensure, and other assigned training.Maintain confidentiality and comply with applicable company policies, procedures, and administrative requirements.Perform other duties as assigned by corporate or site management.Key Competencies (knowledge, skills and abilities every person must possess to be successful)Critical Thinking — using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problemsExcellent customer service skills and professional demeanor at all times to interface effectively with all internal and external customersExcellent verbal and written English communication skillsEnergetic, enthusiastic and motivational dispositionEducation / ExperienceHigh school diploma or GED required2 years of administrative experience in an office setting – this is not a remote position.Ability to keep confidence and discreetly handle all business activities, as this position will cover for the Executive Assistant as neededStrong Microsoft Outlook Calendar, Word, PowerPoint, Excel, SharePoint, SAP S/4HANA, and internet research skillsPossess the ability to work well with all levels of internal management and staff, as well as outside clients and vendorsFlexible person with excellent interpersonal and communication skills, including excellent verbal and written English grammarExtraordinarily pleasant and positive personalitySelf-starter with the ability to learn and adapt