Job description

Job Responsibilities:

• Work safely; promote safety within organization.

• Schedule, attend monthly sequential safety meetings.

• Assist in building safety requirements; promote and enforce good housekeeping.

• Manage calendars; schedule appointments; organize meetings/events for group.

• Manage office supplies, mail, phone coverage and other general administrative duties.

• Arrange travel (includes booking international and domestic flights, hotel, rental cars, etc).

• Review expense reports, VISA purchasing card for accuracy and policy adherence.

• Process purchase orders, requisitions, ACEs online; set up vendors in Oracle.

• Arrange passport and international visas for group.

• Coordinate office space, moves/relocation.

• Professional appearance/attitude.

• Maintain office files/records; maintain personnel files.

• Prepare agendas/coordinate travel arrangements for visitors.

• Maintain strict confidentiality at all times.

• Review e-mail; proactively handle routine correspondence.

• Professionally interact with business contacts both inside and outside of company.

• Process confidential personnel paperwork (prepare employee requisitions, pay increase forms, relocation, termination paperwork, etc.) with a very high degree of professionalism/confidentiality.

• Prepare monthly expense reports.

• Assist with the budget process; review/analyze monthly expenses.

• Track monthly expenses in Vista Plus and Oracle GL database.

• Knowledge of the Company’s purchasing and accounting systems.

• Drive a project through to completion.

• Knowledge of organization, policy, procedures and personnel in order to operate with a great deal of latitude for independent judgment on routine issues.

Required Qualifications:

• High school diploma or equivalent required.

• 10+ years’ experience in executive administrative positions with senior managers.

• Good communication/interpersonal skills; ability to interface with customers at executive level.

• Ability to type 60 wpm minimum; take shorthand.

• Strong written/oral communication skills.

• Attentive to details/accuracy is very important.

• Demonstrates tact and integrity when contacting internal and external customers.

• Make decisions about work priorities to effectively and efficiently manage workload.

• Handle many tasks at once.

• Excellent verbal/written communication skills.

• Theoretical/practical business knowledge.

• Function in a team environment.

• Proficiency in use of office automation tools; Microsoft Office required (including Word, Excel, PowerPoint and Outlook).

• Thorough knowledge of Oracle (Purchasing, Vista Plus).

Preferred Qualifications:

• Bachelor’s degree

Job Type: Full-time

Pay: $19.00 - $20.00 per hour

Schedule:

• 8 hour shift

Work Location: One location

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