Administrative Assistant

Description:

The Senior Administrative Assistant roles play an important role in coordinating the day-to-day activities among our leadership and research teams. The selected candidate will be aligned to one or more of our Technology Directors and the labs associated with their technical disciplines.

Job Description:

Demonstrate strong independent decision making and autonomy in support of your applicable leaders and their organizations

Act with discretion while performing a wide variety of operational and administrative activities that require handling of confidential information and business critical assignments in a professional business manner

Interact with senior management on behalf of Client Research leadership, on site and in person at all levels across the business unit

Support operations and EHS activities as needed for the organization(s) assigned

Set-up and organize meetings (including MS Teams and in-person) on behalf of the leaders, including producing agendas, briefing participants and distributing documents as necessary over multiple time zones

Coordinate arrangements for major meetings, customer visits, symposia, and conferences

Provide general office administration including ordering office supplies, supporting office equipment maintenance, processing facilities work requests, and assisting with visa processing

Own candidate and new hire processes for the research technology teams including interview scheduling, onboarding coordination, office readiness, computer and other asset requests, and other relevant topics critical to a positive new hire experience

Coordinate complex travel arrangements and process all expense reports for executive leadership

Manage calendars and make all associated arrangements to ensure the smooth running of schedules for executive leadership

Prepare correspondence, invoices, distribution lists and other documents as requested; maintaining files, both electronic and hard copy

Work in partnership with the Human Resources and Communications Leaders on organization charts and accurate maintenance of distribution lists and other forms of communication

Take on special projects, as needed

Exemplify and client Behaviors Respect for People, Continuous Improvement, and Customer Focus

Qualifications/Requirements:

High School Diploma or GED

Minimum 7 (seven) years of experience functioning as an Administrative Assistant

Experience supporting senior leaders, executives, or equivalent

Excellent collaboration, influence, written and verbal communication skills

Proven ability to maintain a professional and positive attitude during times of change and uncertainty

High degree of flexibility including being open and responsive to feedback

Relentless desire to drive/implement standard work across administrative activities, policies and procedures to drive efficiencies

Demonstrated expert level of proficiency in the suite of Microsoft software packages (Word, Excel, PowerPoint, and Outlook) and web collaboration tools

Demonstrated ability to work well in a global team environment, must be flexible and adaptable to extend work hours as needed

Must be 18 years or older