Administrative Assistant

Core Functions / Minimum Requirements

The core functions of this position include, but are not limited to, the following :

• Perform administrative duties :
• Answer phone calls in a polite and professional manner and forward messages as needed
• Calendar maintenance for Directors and Department Managers, including prioritization, reminders and coordination across departments
• Processing of invoices and legal documents (signature and retention)
• Check daily interoffice mail and external mail
• Maintain functionality of and schedule service for printers, copiers and fax machines
• Order and maintain office supplies
• Develop and carry out an efficient documentation and filing system
• Coordinate and organize meetings, including scheduling, setting agenda, sending reminders and order catering, as necessary.
• Operate audio-visual systems during meetings, record minutes and ensure that meetings don’t exceed time limits
• Create and input division expense reports
• Make travel arrangements for Directors and Managers including requisition, hotel, flight reservations, ground transportation, etc.
• Maintain vacation schedules for both departments that will be supported
• Process HR e-reqs and epafs
• New hire set up and onboarding
• Performs other duties as assigned

Knowledge and Skill Requirements :

• Previous experience in an Administrative role
• Ability to work in a fast paced environment, with demonstrated ability to multi task and resolve problems effectively and efficiently
• Demonstrated record of fully competent administrative skills : writing, proofing, ability to organize, coordinate, and follow through on projects.

The ability to handle multiple requests from internal and external customers.

• Must possess strong personal computer skills including Microsoft Office / Word, Excel, PowerPoint, Outlook, Oracle, PeopleSoft, Ad Management and Concur
• Excellent organizational, verbal and written skills with ability to prioritize work under pressure to meet strict deadlines
• Have strong customer service and teamwork skills with a willingness to assist others

Working Conditions & Physical Demands

• Ability to monitor computer screens for long periods of time
• Ability to work a hybrid schedule, with a current requirement of 4 days in person, as established by the division
• Ability to flex hybrid schedule to attend important meetings and vendor or store visits based on business needs
4 days ago