Job Summary:
Provides administrative support and coordination activities to senior managers and other staff in the team to allow for more efficient operations.
What You Will Do:
- Schedule meetings and maintain calendars.
- Make travel arrangements.
- Prepare expense books.
- Coordinate communications by receiving and passing along e-mails, notices, etc.
- Prepare presentation materials as needed.
- Maintain records and prepare reports such as organization charts, phone lists, records retention, etc.
- Coordinate customer/dealer/consultant meetings logistics.
- Provide other routine administrative duties as required.
- Provide back-up duties for other administrative professionals as needed.
What You Have:
Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.
• Processes limited amounts of detailed information with good accuracy.
• Develops and uses checklists to ensure that information goes out error-free.
Collaborating: Knowledge of collaborative techniques; ability to work with a variety of individuals and groups in a constructive and collaborative manner.
• Demonstrates experience participating in productive collaborative processes.
• Assists in communicating shared goals with diverse groups and parties.
Effective Communications: Understanding of effective communication concepts, tools and techniques; ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors.
• Listens to feedback without defensiveness and uses it for own communication effectiveness.
• Looks for and considers non-verbal cues from individuals and groups.
Flexibility and Adaptability: Knowledge of successful approaches and techniques for dealing with change; ability to adapt to a changing environment and be comfortable with change.
• Adjusts to new or changing assignments, processes, and people.
• Identifies and considers alternative approaches to situations or problems.
Managing Multiple Priorities: Knowledge of effective self-management practices; ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation.
• Recognizes changing demands and priorities; validates changes with management.
• Responds to day-to-day operational priorities while still making progress on project work.
• Performs at least 2-3 concurrent activities without reducing productivity.
Problem Solving: Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems; ability to apply knowledge of problem solving appropriately to diverse situations.
• Describes problem reporting and escalation practices.
• Utilizes accepted procedures for problem analysis and resolution.
• Identifies key aspects of problem-solving techniques used in own area.
Office Administration: Knowledge of office administration activities; ability to carry out ongoing office administration tasks effectively and efficiently in support of local and remote teams.
• Arranges meetings, schedules rooms, equipment, refreshments, etc.
• Distributes internal and external correspondence to appropriate recipients.
• Coordinates travel arrangements and expense reimbursements.
Microsoft Office: Solid knowledge of Microsoft Office - Excel, Powerpoint, Word and Outlook i
Basic Financial Skills: basic budgeting, expense tracking, or financial report handling experience.
