Summary:

This position will be responsible for providing administrative support to the Power Optimization team.

Essential Duties and Responsibilities:

Maintain calendar and contacts in OutlookSchedule and coordinate meetings including making travel arrangementsPrepare of and other leaders monthly expense reports in Concur system and submission to senior management for approvalReview of direct reports expense reports and time reportingServe as department liaison with Service Desk/IT/HR when systems and equipment issues arise that impede employee work completionManage weekly out-of-office calendar for division employeesGather monthly highlights and compile division highlight reportAct as division “super-user” for MarketPlace billing systemEnsure timely coding and submission of department invoices, including subscription, consulting, legal, and other various services and provide administrative support for the process flow of invoices through vendor paymentAct as SharePoint Administrator – grant access to S/P, update home page, create folders or libraries as necessaryGeneral administrative duties such as handling phones, copies, faxes, scans, mailings, service desk requests, supply orders, etc.Maintain physical and digital records, including electronic filing of supply and other term contractsAct as mobile device POC Initiate and track new hire and employee office and equipment moves, coordinate office movesSchedule and coordinate interviews for outside candidates including coordinating travel with travel agencyTrain employees on Concur, eTime, WebEx, DOA, SmartSheets, etc.Coordinate building activities, holiday lunches, executive visits, quarterly update meetings, etc.Provide additional support where needed within the departmentsAct as resource for division on company policies and general knowledge

Requirements:

Education and/or Experience, Knowledge, Skills & Abilities:

High school graduate or equivalent 2+ years using computer systems, basic office equipment and working with multiple levels in an organizationEnthusiastic, personable, professional, and positive attitude with capability to deal directly with peopleSolid time management skills, critical thinking capability, ability to handle multiple projects, meet deadlines, and function independently and efficiently in a fast-paced and demanding environmentStrong attention to detailProblem solving and research skills, with ability to recognize issues and source solutionsAbility to communicate clearly, verbally and writtenExcellent organizational skills and work ethicFlexibility with ability to work in a team setting supporting several peopleProfessionalism in representing senior executivesMust be able to maintain a high level of confidentialityFunctional knowledge of Microsoft Office software: Outlook, Word, Excel, PowerPoint

 

Preferred Qualifications: 

 

College degree or some college experience 5+ years as an administrative assistant or equivalent Experience with Adobe Pro, Visio, a plus.Knowledge of SharePoint, Concur, SAP, OpenText, TM1, or any advanced data management or accounting softwareNotary Public

 

 Working Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Usually, normal office working conditions.Must be able to remain in a stationary position 50% of the time due to prolonged periods of sitting or standing.Occasional overnight travel may be required.Occasional visits to industrial/manufacturing settings, which may include exposure to various materials and chemicals, as well as extreme temperature conditions and loud machinery, and require appropriate personal protective equipment.