Administrative Assistant

Responsibilities

Performs full administrative and general office duties involving, typing, record and file maintenance and  document creation. Day-to-day communication is with peers and internal customers with  occasional contact with executive officers and clients. Has an understanding of the content of the principal's job and method of operation, in addition to the operations and procedures of the department and organization. Typically requires significant administrative experience. Organizes and maintains files following up on pending matters. Schedules appointments and coordinates arrangements for meetings and conferences. Prepares regular reports, gathering and summarizing data. Produces a variety of correspondence, reports, and presentations using the appropriate software for word processing, graphics, and spreadsheets.

• Prepare electronic and written correspondence and reports
• Update and develop a variety of charts, graphs, and measures
• Schedule meetings
• Inventory and order area supplies
• Manage Purchasing Card use and reporting
• Initiate and manage SAP Purchase Requisitions as needed
• Plan, organize, order food, if needed, for lunch meetings and employee celebrations
• Develop, maintain and update area SharePoint sites
• Initiate/track/update/link engineering/equipment data in multiple systems
• Update engineering project information in SharePoint and SAP
• Track and maintain project and equipment data in multiple systems
• Create and publish reports related to engineering project status / costs
• Learn/create/maintain workflow automations related to engineering data
• Other tasks as assigned

Qualifications

• Highly proficient computer and software knowledge including Microsoft Products: Word, Excel, PowerPoint, Outlook, SharePoint, PowerBi; 
• Knowledge and proficiency in other software such as Adobe Products and SAP/SEIGA/ASSETVIEW and other equipment systems would be a plus
• Be detail-oriented and possess strong proofreading skills
• Have excellent oral, written, listening, and networking communication skills
• Have excellent follow-through and follow-up skills
• Show initiative (make good use of time and resources)
• Capable of prioritizing work effectively and able to handle multiple assignments simultaneously and meet deadlines
• Proactive in scheduling, anticipating questions and providing information
• Patient and pleasant with others; service-oriented
• Be willing to work varied schedules and overtime according to business needs
• Have an innovative mindset to improve efficiency and effectiveness. 
• Respect and maintain confidentiality of personal and sensitive information
• High school diploma/GED required
• Minimum of 3 years administrative or clerical experience required
• Must be at least 18 years of age
• Must be legally authorized to work in the United States