Administrative Specialist

The science of electronics is transforming exponentially through innovation and connectivity around the planet. Every day, breakthroughs are making technologies - from micro-processors, memory chips and flat panels to photovoltaic cells - even smaller and more powerful, opening up countless new possibilities in how the world lives, works and connects. Air Liquide Advanced Materials grows by enabling our customers to innovate. Our ALOHA™ and Voltaix® products are critical to the manufacturer of the newest computer chips required for Big Data and the Internet of Things.

How will you CONTRIBUTE and GROW?

Under the supervision of the Fremont Operations Site Leader, with a dotted line to HR, this position is multifaceted providing administrative support to the Fremont manufacturing plant, leading Administrative Assistant initiatives within the US working closely with the other site Administrative Assistants, and the handling of all aspects of international employee movement within Air Liquide Advanced Materials.
Responsibilities include but are not limited to:

International Travel Support Responsibilities

• Act as a central point of contact for all visa matters for ALAM employees working in foreign countries.
• Work with internal and external resources to ensure the Company is in full compliance with immigration laws and global travel regulations.
• Coordinate with Immigration organization to respond to all immigration questions, review issues and employee concerns and provide counsel and education, regarding, immigration guidelines, legal requirements, and procedures.
• Provide regular updates to internal staff, employees, as well as external parties about visa processes and status.
• Review and track vendor invoices and payments relating to immigration.
• Oversee expatriate and short-term assignment programs and movements.
• Work with Air Liquide International Mobility organization (iMob) to initiate the expatriate process - including completion of forms, securement of approvals, communications to expatriate and manager and processing of related invoices and expenses.
• Advise employees regarding restrictions for travel outside of the US and general direction related to the visa process.
• Ability to work closely with Human Resources on other projects as needed

Administrative Assistant Responsibilities

• Create and lead site administrative initiatives as determined by the Senior Director of Operations. This role does not have any direct reports, but is responsible for ensuring consistent practices, alignment, and implementation of initiatives within the scope of US Site Administrators.
• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for Plant Leader.
• Acts as a liaison with other departments and outside agencies, including high-level staff such as presidents, senior vice presidents and directors. Handles confidential and non-routine information and explains office/plant policies when necessary.
• Schedules interviews for candidates for open plant positions and arranges travel and lodging as needed.
• Assembles data from multiple sources and compares to standards. Data to include confidential and sensitive information for personnel, team, department, and/or organization.
• Enters data with accuracy into computer software programs (information databases, spreadsheets).
• Provides updates and exception reporting to ensure intra-department alignment.
• Understands and utilizes production reporting and timesheet programs to make decisions and follow policies and procedures.
• Ability to create reports to track KPIs
• Creates and develops visual presentations for Operational or travel needs
• Support the development of tactical programs to pursue targeted goals and objectives.
• Work with vendors to ensure supplies is stocked
• Successfully complete all required training.

__________________

Are you a MATCH?

Required Qualifications:

• Bachelor's degree or 5+ years relevant experience
• Experience in HR & Administration
• Capacity to work in a fast-paced, multi-tasked environment
• Strong attention to detail and accuracy
• Ability to manage sensitive and confidential employee information appropriately
• Skilled capability to interface and communicate with all levels of the organization
• This position is not eligible for remote work

Preferred Qualifications:

• Preferred Experience in eTime Reporting System
• Proficiency in Google suite of applications
• Experience with Workday

Our Differences make our Performance

At Air Liquide, we are committed to build a diverse and inclusive workplace that embraces the diversity of our employees, our customers, patients, community stakeholders and cultures across the world.

We welcome and consider applications from all qualified applicants, regardless of their background. We strongly believe a diverse organization opens up opportunities for people to express their talent, both individually and collectively and it helps foster our ability to innovate by living our fundamentals, acting for our success and creating an engaging environment in a changing world.