Administrative Assistant

Administrative Assistant

Position details:

Job Title: Administrative Assistant Location: Astoria Queens, NY

Duration: 12 Months (Strong possibilities of extension)

This role will provide site administrative support for Operations at our client's side in Astoria Queens. This plant is a busy commercial operation and is one of the cleanest, most efficient plants that sustains the power demands New York City and its boroughs.

This role requires a self-starter that is motivated and well organized with a positive attitude and the ability to provide administrative and office support in a challenging and fast paced environment of energy.

Job Functions & Responsibilities

• Keep an accurate up-to-date calendar for Senior Manager. Schedule travel and important daily meetings including independently determining priority for conflicting schedules.
• Screen and respond to phone calls and email as appropriate.
• Coordinate Department meeting arrangements including agendas, notes and follow-up.
• Generate reports, handle multiple projects, and prepare and monitor various reports.
• Close work orders in Maximo and IBM Computerized Maintenance Management system.
• Enter labor hours into work orders
• Scan, upload and create links for work orders and other documents in Maximo, Share Point, and network drives.
• Maintain Share Point web site for region
• File, log, track and update spreadsheets for a variety of Safety, Environmental, Operations and Maintenance documents and reports.
• Partner and network with other administrative support personnel in order to collaborate, obtain information, solve problems and get things done.
• Schedule meetings and site visits, as needed.
• Track all progress in centralized data management tool, and provided regional progress reports as needed.

Skills

• Excellent communication and interpersonal skills.
• SharePoint technical skills and proficiency is a must have skill
• Experience with an Enterprise Content Management System/Records is desirable
• Strong technical skills and including proficiency with MS Excel, Word, and PowerPoint.
• Knowledge of Maximo and SAP preferred
• Excellent oral and written communication skills.
• Proven working experience in administrative support
• Self-motivated and well-organized with a positive attitude towards challenges and the ability to set and meet deadlines
• Ability to work with sound judgment to successfully prioritize multiple tasks
• Enthusiasm to participate in and support an operations team in a fast paced environment

Education and Certifications

• A Bachelor's degree from an accredited college is preferred.
• In lieu of degree, minimum of 5 years of secretarial experience in progressively demanding environment and High School Diploma or equivalency, two year degree.
• 5-8 plus year of proven administrative and office support.

Work Schedule

• Monday through Friday
• 8 hour work day
• Paid for time worked only ; there are no paid holidays, vacation or sick days
• Overtime is not permitted unless authorized in advanced.

Additional Information

• All your information will be kept confidential according to EEO guidelines.
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