Senior Executive Assistant Job

Situation in organization

The position reports to the R&D Director, Functional Additives.

Job dimensions

Based at Arkema's Corporate Office and R&D Center in King of Prussia, PA, the Senior Executive Assistant is responsible for providing administrative support to the Functional Additives (FA) and ACR Plastic Additives R&D Director and their team, and the Battery Center R&D Director and their team.

Key Activities and responsibilities

Safety (10%)

Participation in KoP site safety programs

Document safety-related activities, including scheduling, coordinating and follow-up on actions assigned

Administer safety document databases and maintain information contained within

R&D Database information entry, analysis and administration (35%)Code and verify departmental expenses and run related budget reports

Analyze data and trends from SAP and other Arkema tools and databases

Information entry into key databases, including SAP and Sharepoint

Administer and maintain Gate documentation for Functional Additives BU

Administer appropriate R&D SharePoint sites for FA, ACR and Battery

Compose complex reports and presentations using Microsoft Office suite; includes pivot tables and project management tools.

Maintain confidential files and records

Scheduling & organizing support (35%)

Schedule Project Gate meetings and maintain records of projects and portfolio of gate projects.

Organize programs, events, and meetings with Site Services and catering teams.

Schedule meetings, including those involving members of the global FA, ACR, or Battery teams.

Arrange travel, schedules and expense reports for R&D Directors, Managers, and senior staff.

Work with department leadership to coordinate all activity related to recruitment of new staff, including applicant travel, schedules and expense reimbursement.

Support on-boarding process for new hires including full time and temporary hires, and international student interns.

Maintain standard office supplies, printers and copiers.

Purchasing administration (10%)

Support team with purchases using purchasing card or purchase order, including managing framework POs.

Prepare documents for capital purchases and analyze expenses

Maintain accurate purchasing records

Context and environment

This position interacts with all R&D staff (FA, ACR, Battery), as well as commercial FA team, and manufacturing personnel in North America and globally.

Position holder is directly responsible for his / her contributions and performance.

Supports the site HES policy and complies with all regulatory and internal requirements

Participates in HES activities provided by site management and Arkema Inc. (e.g., Behavioral Base Safety, SafeStart, etc.)

Supports and promotes the reporting of all health, safety, environmental, near-miss, accident or injury incidents

Required Education / Qualifications / Work experience

High School diploma or GED

5-7 years of administrative support experience with a mid-to-large size department

Must have strong PC and software applications skills (including MS Word, Excel, PowerPoint, Outlook); prior experience with SAP and Sharepoint is strongly preferred.

Prior experience with pivot tables and data organization and manipulation is strongly preferred

Demonstrated Competencies

Position requires an independent, self-motivated, organized, detail oriented and flexible individual with excellent communication skills and the ability to interface and collaborate effectively with individuals at various levels and across functions, both within and outside the company.

Technically savvy to support digital transformation initiatives

Demonstrated ability to operate with limited supervision

Ability to act with discretion in handling confidential information