Administrative Assistant / Receptionist
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This position provides diversified and complex administrative or secretarial support of an independent, responsible and confidential nature. Using initiative and judgement, the incumbent plans and carries out administrative functions requiring considerable knowledge of the company.
Format, type and proofread complex reports, forms, graphics, manuscripts and memorandums requiring interpretation or judgement.
Schedule meetings and follow up with attendees. Handle conference room, teleconference and telepresence reservations and orders refreshments and supplies for the meeting.
Screens incoming telephone calls and visitors. Answers questions or refers them to appropriate people; relays messages.
Transmit messages and decisions to management and other internal and external parties to keep them informed of project or program status and performance.
In supervisor’s absence, ensures that requests for action or information are relayed to the appropriate staff member.
Gather and review non-technical data for completeness and consistency. Tabulate and summarize operational or financial data to prepare complex reports and documents of a confidential or proprietary nature.
Receive visitors and guests to the site, reviews safety requirements with visitors and manages access control for guests.
Create and maintain security badges and related databases for employees and visitors.
Identify and independently handle department-specific activities. For example, prepare monthly time-entry, order chemical or facility supplies for the site, handle detailed communications, maintain databases, and reconcile company purchase card (“P Card”) statements.
Make travel arrangements and may prepare expense reports as requested. Requests checks and codes payments, as appropriate.
Maintain and reorder office supplies
Sort and distribute postal mail.
Assist as needed with catering deliveries and setups.
Monitoring and maintaining conference room organization and supplies.
Establish and maintain records, logs, files and follow-up systems.
May provide technical assistance and serve as a resource to other secretarial staff members in the department.
Have regular contacts with other departments furnishing or obtaining information or reports.
3+ years of administrative experience or equivalent background supporting administrative needs and providing support through Microsoft Office systems or related database software programs.
Proficiency in Google Workspace, Word, Excel, Powerpoint.
Experience with SAP and Concur (web-based travel or purchasing system) a plus, but not required.
Ability to work efficiency, set priorities and handle multiple tasks at once.
Excellent communication skills - oral and written; ability to articulate and be diplomatic.
Ability to work with minimal supervision and to effectively focus resources and priorities.
Strong problem-solving skills and initiative to find resolution when in ambiguous situations.
Maintain a high degree of professionalism which includes a positive attitude and strong initiative resulting in positive results. Possess good problem-solving skills.
The individual must present themselves in a professional manner and wear business casual attire; they will be the first impression that people receive as employees, vendors, customers and internal VIPs enter the building.
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