Sr Associate, Administrative Services

Job Description

We are seeking a talented and motivated Senior Administrative Assistant to support Associate Vice President in Global Supply Management Group (GSMG) and their direct reporting leadership team of Executive Directors. This is an ideal position for an Assistant who is well organized, proactive, a self-starter, and wants to work in a dynamic, fast-moving, and collaborative environment. This position requires initiative, high attention to detail, and the ability to learn quickly and to regularly seek new competencies. It also requires good judgment, confidentiality, a strong work ethic, ability to work in a fast-paced environment, excellent organizational and computer skills, and teamwork.

Primary duties include but are not limited to:

Provide the needed general support for AVP and their teams. Includes traditional administrative duties, including but not limited to coordination of meetings and managing calendars across time-zones, setting up travel plans, managing expense reporting, setting up interviews/onboarding, and managing Microsoft teams.

Support the development and use of Team Sites and be responsible for the maintenance

of organizational distribution lists.

Coordination of special projects, workshops, and events within the organization.

Coordination of quarterly department town halls which includes setting up webcasts and

obtaining conference rooms for multiple locations and arranging for food services.

Creation and maintenance of POs and Payment Requests.

Assisting with HR transactions on behalf of the AVP.

Hosting and running the weekly Global Sourcing Committee (GSC) meetings. Create and maintain the Global Supply Chain Chair Schedule. Create weekly meeting requests and coordinate conference rooms. Create and distribute the weekly agenda and data files.

Utilize Ariba to gather and create data files; manage all information and create folders in SharePoint to store this information. Communicate weekly with project owners to obtain information, answer questions, and coordinate supplemental power point decks.

Create the Global Supply Chain Metrics report weekly and create the Global Supply Chain Action Items document for the Chair. Generate/disseminate emails during the course of the week for Global Supply Chain processes.

Skills and qualities key to being successful:

Work requires the coordination and performance of multiple tasks while understanding the project principles and technical skills related to the work assignments.

Ability to complete work priorities and activities with little supervision.

Ability to complete various work assignments requiring advanced analytical ability, independent judgment, creativity, and problem-solving skills.

Handle confidential information in a professional manner.

Effectively interact with our company executives and internal/external clients both on-site

and across the company.

Experience with financial and budget tasks.

Close collaboration with the other administrative professionals supporting the

GSMG/GWES and IT leadership teams.

Educational Qualifications:

Required: High School Diploma or equivalent.

Preferred: Advanced education or certifications (e.g. AA, BA, Certified Administrative Professional).

Required Experience and Skills:

3 or more years in Executive Administration supporting senior executives (Sr. Director, Executive Director, Vice President or above).

Ability to work in a busy, fast-paced environment. Advanced computer skills using Microsoft

Office Suite (Outlook, Word, Excel, PowerPoint, Teams, etc.).

SAP processing: Expense Reports; Purchase Orders and Payment Requests.

Ability to adapt to a rapidly evolving and complex work environment while being cognizant of different cultural nuances and time zones.

Advanced administrative abilities with a history of high performance.

Demonstrated ability to rapidly learn new skills, develop a nuanced understanding of critical stakeholders and priorities and to apply situational leadership.

Continuous improvement mindset.

Ability to handle and prioritize a large number of simultaneous assignments with demonstrated attention to detail.

Outstanding communication and people skills.

Preferred Experience and Skills:

8 or more years Administrative Assistant experience.

#MSJR

The salary range for this role is: $82,700 - $130,200

This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. An employee’s position within the salary range will be based on several factors including, but not limited to relevant education, qualifications, certifications, experience, skills, geographic location, government requirements, and business or organizational needs.

The successful candidate will be eligible for annual bonus and long-term incentive, if applicable.

We offer a comprehensive package of benefits. Available benefits include medical, dental, vision healthcare and other insurance benefits (for employee and family), retirement benefits, including 401(k), paid holidays, vacation, and compassionate and sick days.

Required Skills:

Ability to Coordinate, Ability to Coordinate, Administration Management, Collaboration, Competency Management, Critical Thinking, Cultural Awareness, Data Entry, Document Management, Event Planning, Executive Leadership, File Management, Financial Budgeting, Logical Thinking, Microsoft Applications, Multitasking, Office Administration, Office Applications, Office Equipment, Order Processing, Organizational Talent, Process Improvements, Project Management, Scheduling, Situational Leadership {+ 9 more}

Preferred Skills:

Current Employees apply HERE

Current Contingent Workers apply HERE

US and Puerto Rico Residents Only:

Our company is committed to inclusion, ensuring that candidates can engage in a hiring process that exhibits their true capabilities. Please click here if you need an accommodation during the application or hiring process.

As an Equal Employment Opportunity Employer, we provide equal opportunities to all employees and applicants for employment and prohibit discrimination on the basis of race, color, age, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, or other applicable legally protected characteristics. As a federal contractor, we comply with all affirmative action requirements for protected veterans and individuals with disabilities. For more information about personal rights under the U.S. Equal Opportunity Employment laws, visit:

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We are proud to be a company that embraces the value of bringing together, talented, and committed people with diverse experiences, perspectives, skills and backgrounds. The fastest way to breakthrough innovation is when people with diverse ideas, broad experiences, backgrounds, and skills come together in an inclusive environment. We encourage our colleagues to respectfully challenge one another’s thinking and approach problems collectively.

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San Francisco Residents Only: We will consider qualified applicants with arrest and conviction records for employment in compliance with the San Francisco Fair Chance Ordinance

Los Angeles Residents Only: We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance

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