DESCRIPTION
Provides specialized administrative support to leadership and teams. Exercises considerable discretion and independent judgement in managing the flow of work within the area of responsibility. Works with a limited degree of supervision, with full authority of the supported leader(s).
RESPONSIBILITIES
- Maintains an in-depth understanding of role, work group, and computer applications to work independently, appropriately prioritize work and provide professional administrative support to leaders, colleagues or groups in the organization.
- Able to meet tight deadlines in a fast-paced and quickly-changing environment.
- Demonstrated strong organizational skills.
- Proactive, resourceful and self-motivated.
- May supervise other administrative employees.
- Independently schedules meetings and events, books conference rooms, orders food drink, escorts and manages visitor guest process.
- Wil manage the manager's calendar.
- Coordinates the end-to-end delivery of department or group events or special projects.
- Take notes at meetings and compress relevant information into a brief summary action items.
- Clear and concise verbal and written communication skills.
- Creates open channels of communications to help the department understand and utilize information more effectively.
- Trusted with sensitive confidential information; proven discretion required.
- Administrative point of contact with the ability to rapidly establish rapport within workgroup, leadership and clients, internal and external.
- Proactive approach to problem solving.
- Ability and knowledge to answer business function questions and take appropriate actions in the absence of the Leader.
- Excellent organizational skills and results-oriented.
- Strong attention to detail and ability to keep work flowing without distractions or interruptions.
- Good time management skills – ability to plan your tasks and the time they will take.
- Supervise other office assistants or delegate work to other admins and other office workers.
- Displays approachable demeanor for a positive coaching and mentoring environment by supporting an inclusive culture.
- Ability to work in a team and prioritize requests from multiple managers.
- Work effectively with others to meet or exceed organizational goals.
- Ability to arrange complex domestic and international travel and prepares itinerary.
- Strong attention to detail.
- Understands time zone and cultural differences.
- Complex calendar and time management to support leader and business objectives.
- Independently works to manage changing priorities and circumstances.
- Experienced with numerous business software applications stays up-to-date on changing technology (e.g., Microsoft Office).
- Ability to quickly learn new internal electronic systems, and to share knowledge with others.
- Manage TER reporting, review and approve TERs on behalf of leader.
- Reviewing, submitting and approving expense reports.
- Informs individuals of discrepancies.
- Ensure employees adhere to company policy requirements including Code of Business Conduct.
- Advocate for safety behaviors; often may be safety warden or contact for team, floor, etc.
- Must be able to set priorities and have the ability to simultaneously handle multiple tasks.
- Must be flexible and able to quickly adapt to changes and anticipate needs.
- Demonstrated self motivation.
- Reduce complexity to simplicity.
- Strive to do more than what is expected of you.
- Actively request feedback and follow it.
- Network with other admins, groups, to leverage best practices. Takes well-calculated risks in cooperation with leader, team or project leader.
- Builds and maintains relationships inside and outside natural workgroup to achieve a positive outcome.
- Drives a culture of trust and transparency.
- Targets written and verbal comms to different audiences clearly and concisely.
- Promotes partnerships within and between teams.
- Works towards win-win outcomes in relationships with others in the organization.
- Proven leadership skills.
- Creates open channels of communication to help the organization understand and utilize info more effectively and follows up to ensure that others understand the messaging.
- Must embrace change.
- Exceptional work ethic.
- Motivates and encourages others.
- Demonstrated SME traits with MS Office platform, Systems software and collaborations tools.
- Able to assist managers and team members with everyday IT issues.
- Retrieves information from role-related information systems and makes basic decisions based on it.
- Combines data from role-related information systems with workstations to enhance productivity
- Will be managing documents in the libraries for the logistics organization in Deer Park.
- Will manage the overall health of the library.
REQUIREMENTS
- Someone who is familiar with managing and maintaining documents in the logistics organization would be ideal.
- Logistics background is highly preferred.
- Have to be fluent in word, excel, PowerPoint, outlook.