Administrative Assistant

Core Functions / Minimum RequirementsThe core functions of this position include, but are not limited to, the following:Perform administrative duties:Answer phone calls in a polite and professional manner and forward messages as neededCalendar maintenance for Directors and Department Managers, including prioritization, reminders and coordination across departmentsProcessing of invoices and legal documents (signature and retention)Check daily interoffice mail and external mailMaintain functionality of and schedule service for printers, copiers and fax machinesOrder and maintain office suppliesDevelop and carry out an efficient documentation and filing systemCoordinate and organize meetings, including scheduling, setting agenda, sending reminders and order catering, as necessary.Operate audio-visual systems during meetings, record minutes and ensure that meetings dont exceed time limitsCreate and input division expense reportsMake travel arrangements for Directors and Managers including requisition, hotel, flight reservations, ground transportation, etc.Maintain vacation schedules for both departments that will be supportedProcess HR e-reqs and epafsNew hire set up and onboardingPerforms other duties as assignedKnowledge and Skill Requirements:Previous experience in an Administrative roleAbility to work in a fast paced environment, with demonstrated ability to multi task and resolve problems effectively and efficientlyDemonstrated record of fully competent administrative skills: writing, proofing, ability to organize, coordinate, and follow through on projects. The ability to handle multiple requests from internal and external customers.Must possess strong personal computer skills including Microsoft Office/Word, Excel, PowerPoint, Outlook, Oracle, PeopleSoft, Ad Management and ConcurExcellent organizational, verbal and written skills with ability to prioritize work under pressure to meet strict deadlinesHave strong customer service and teamwork skills with a willingness to assist othersWorking Conditions & Physical DemandsAbility to monitor computer screens for long periods of timeAbility to work a hybrid schedule, with a current requirement of 4 days in person, as established by the divisionAbility to flex hybrid schedule to attend important meetings and vendor or store visits based on business needs