Administrative Assistant II

Description

POSITION SUMMARY: The Administrative Assistant provides high-level administrative support to up to three Vice Presidents, ensuring efficient day-to-day operations. The ideal candidate is highly organized, proactive, and able to prioritize competing demands in a fast-paced environment while maintaining professionalism and discretion.

PRINCIPAL ACCOUNTABILITIES:

• ·       Answer and direct phone calls. Take accurate messages for R&I executive staff as assigned.  Sense of urgency/knowledge of Executive’s needs is imperative
• Manage calendars, schedule meetings, and prepare meeting agendas
• Schedule/set up meetings and conferences for Executives both on and off-site as required and must be able to successfully communicate with internal and external customers globally. Assistant must have exceptional knowledge of company policy and conference room equipment as well as excellent communication and follow-up skills to ensure that meeting requestor’s needs are met.
• Schedule and manage conference room requests. This responsibility would require ensuring that all conference room requests are appropriately executed, conflict resolution skills and an advanced knowledge of conference room equipment.
• Assist with event planning and coordination. This includes but is not limited to scheduling/planning tours for Melville site, assisting with R&D engagement events and town halls etc.
• ·       Create memos, presentations and spreadsheets as required using Microsoft applications.
• ·       Maintain and update department organizational charts on a quarterly basis and as needed
• Arrange travel and accommodations. Create detailed travel itineraries as required for traveling executives and ensure that all travel documentation is obtained before submitting documents to the R&D Travel Coordinator (i.e. visa information, passport information, foreign country invitation letters, etc.), ensure that department runs smoothly in his/her absence, etc.
• Process invoices and expense reports as required for R&I Vice Presidents
• Create, process, and track purchase orders in accordance with company policies and procedures as needed
• Route and follow-up on all documents requiring signature from Vice Presidents (i.e. Project Requests, Invoices, memos) and process or distribute accordingly.
• Execute UPS and FEDEX requests
• Log attendance information on attendance records as requested.
• Process and follow-up on office supply orders for respective groups.
• Have knowledge of all departmental procedures and needs
• Provide cross-coverage for team members as needed to ensure continuity of operations

Qualifications

POSITION REQUIREMENTS/QUALIFICATIONS:

• College/University graduate
• Minimum 5 years previous experience as an Executive Assistant or Administrative Assistant. Experience with providing support at the VP and SVP levels.
• Prior experience (at least 3-6 months) in an R&D and/or Testing environment preferred. 
• Ability to multitask in a fast paced, high volume environment
• Must be able to adapt quickly to the ever-changing, fast-paced and demanding office environment with a positive attitude and team mentality
• Must have excellent communication, organizational and follow-up skills
• Excellent interpersonal skills - ability to deal with outside companies and all levels of management.
• Excellent PC skills, strong proficiency in Microsoft Office (Outlook, Excel, Word, and PowerPoint)
• Ability to proactively anticipate needs and potential problems and take independent action as appropriate using good judgment and discretion to resolve issues
• A high degree of professionalism, the ability to remain calm under pressure, and a commitment to excellence are required
• Ability to work well in a collaborative environment and interact effectively with all levels of management and employees
• Results oriented with the ability to complete assignments in a timely manner
• Previous experience with compliance policies and procedures, confidential/sensitive issues is essential
• Able to handle confidential and sensitive information with the utmost discretion