Administrative Assistant

Administrative Assistant

The Administrative Assistant II provides high-level administrative support to multiple departments and project teams, ensuring smooth day-to-day operations. This role involves managing schedules, coordinating travel, maintaining records, processing financial transactions, and assisting with office management. The individual will play a key role in supporting department activities, budgeting processes, and special projects, while serving as a liaison between various stakeholders. Strong organizational skills, attention to detail, and excellent communication are essential for success in this role.

Day to Day Responsibilities:

• Serve as primary administrative support for designated staff and project teams.
• Oversee day-to-day office operations, including supply management and resolution of administrative issues.
• Provide administrative support, including calendar management, meeting coordination, onboarding assistance, and initiatives to enhance employee morale.
• Organize director’s time (calendar and daily leadership needs).
• Travel Arrangements (including shuttle, CONCUR, and American Express).
• Plan and manage logistics for department events, meetings, and customer visits in collaboration with the SP Events team.
• Onboard new hire actions, IT requests, e-tad facilitation, and space requirements for the Directorate.
• Manage monthly ETADs by sending reminders, overseeing account management, and ensuring timely updates.
• Maintain and order office supplies within the departmental budget considerations
• Input PeopleSoft Purchase Orders
• Serve department SPITS Coordinator
• Work effectively with other admins within the department and division to provide optimum support.
• Provide back-up support when needed.
• Prepare presentations, spreadsheets, graphs, and Power BI reports as requested using appropriate skills and software.
• Update and maintain the SharePoint, and MS Teams sites.
• Provide Department Archive Record Management (DARM) support to both directorates, assisting with audits, sharing expertise, and ensuring accurate recordkeeping.
• Assist the managers with special projects or needs as requested.

Top skills/requirements:

• Associates preferred, but not required
• 3+ years Admin Asst experience, preferably in a corporate environment
• Proficiency in Microsoft Suites and PeopleSoft.
• Experience with Concur a plus.
• Strong verbal and written communication skills, ability to learn quickly.

Required Skills

• Organizational Skills: Highly organized with strong attention to detail and the ability to prioritize tasks effectively
• Communication Skills: Excellent written and verbal communication skills; comfortable interacting with all levels of internal and external stakeholders.
• Confidentiality: Exercise high discretion and integrity when handling sensitive or confidential information.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), PeopleSoft, Concur, and other relevant systems.
• Problem-Solving: Strong decision-making and problem-solving skills, with the ability to adapt to changing priorities and deadlines.
• Customer Service: Professional, approachable, and customer-focused; proven ability to work collaboratively within a team and build relationships.
• Self-Motivation: A self-starter who works productively and independently with minimal supervision.

Education & Experience Requirements

• AAS Degree in Business Administration.
• Administrative experience with strong technical computer and software skills
• 3+ years of related administrative experience, preferably in a corporate environment.
• Previous experience with Client systems and processes is a plus.