Administrative Assistant

ESSENTIAL DUTIES AND RESPONSIBILITIESSummary Description

• The Administrative Assistant to the VP, of Global Business Services is responsible for providing general administrative support to the GBS leadership team, including scheduling meetings, processing requisitions and invoices, supporting clerical needs, making travel arrangements, and submitting expense reports

Essential Duties and Responsibilities

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• Supporting department managers with clerical activities, including preparation of reports, presentations, memos, letters, spreadsheets, databases, and other documents.
• Assist with printing, copying, faxing, filing documents, opening and scanning mail, and answering telephone calls.
• Plan and scheduled meetings; reserved and prepared conference rooms, arranged teleconferences, and planned food services; assisted with planning department events
• Maintain calendars, appointments, and schedules
• Arrange travel plans and itineraries and process expense reports
• Provide administrative support for business systems including department website, customer portal, and customer invoicing
• Track and monitor renewals for departmental vendor contracts, Master Services Agreements, Proposals, Statement(s) of Work (SOW), and Amendments to existing contracts or SOWs.
• Prepare and process requisitions, receipts, check requests, invoices, and purchase orders for products, services, and fees; partner with Accounts Payable on payments.
• Function as the department on-boarding coordinator; coordinate workspace and procurement of security access cards, business cards, office equipment, laptops, software and company-issued cell phones, corporate cards, visas, and passports; provide a brief training on Integra programs; provide tours of campus; ensure that staff has necessary office supplies.
• Work with Corporate Facilities regarding the allocation of space for the department and act as primary contact for corporate facilities-related issues and concerns;
• Periodically served as receptionist, answering phones and directing calls
• Perform activities in support of Customer Service such as preparing and distributing customer communications, sending email communications to customers, and performing customer outreach calls
• Maintain organizational charts and training records
• Order and maintain office supplies
• Maintain confidentiality of business information
• Perform other duties and projects as assigned

Desired Minimum Qualifications

• The requirements listed below are representative of the knowledge, skill, and/or ability required for his position.

Education:

• College degree preferred

Experience:

• Minimum 3-5 years in an administrative capacity requiring discretion and/or confidentiality
• Excellent Microsoft Office skills
• Outstanding communication skills, both verbal and written
• Superior organization and interpersonal skills
• Oracle e-business skills highly desirable
• Detail oriented with the ability to investigate and resolve problems
• Ability to multi-task in a fast-paced environment

Job Type: Contract

Salary: $20.00 - $28.00 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift
• Monday to Friday
• Morning shift

Experience:

• Oracle e-Business: 1 year (Required)

Work Location: In person