Mansfield Oil
Administrative Assistant
Mansfield Oil, Gainesville, Georgia, United States, 30501
The Administrative Assistant is responsible for providing selective administrative assistance to SVP and VP leadership and provides support to the overall admin team's support tasks, which may include minimal tasks for Executives.
Responsibilities
General Administrative AssistanceTyping and filing of all documents, memos, and notes as needed for designated senior leadershipProvide switchboard coverage as neededArrange for meals and related materials as needed for senior leadership, guests, training, and customer meetingsEnsure building is clean for guests and report areas for cleaning as neededTranscribe senior leadership voice messages as needed and take any appropriate actionsMaintain office supplies as needed for the companyPlace monthly office supply order for the corporate officePut away incoming office supply stockProcess mail as needed for senior leadershipGreet guests as they arrive and escort them to meetingsParticipate in preparation of company eventsMaintain senior leadership contact listsPrepare all reports, notes, etc. for senior leadership to have prior to attending routine meetingsProcess time off requests and timecards for Senior leadershipMake sure equipment used by senior leadership is functioning properly and always ready for their useOuter office visit coordination for senior leadership (there is a standard process).Process UPS shipments for senior leadershipAction item tracking
Travel & Expense ManagementPlan and process all travel as needed for senior leadershipRegister senior leadership and others for industry events and create travel plansTeach others how to use the travel system as neededProcess new vendor set upsProcess check requests for company expenses to be paid to vendorsCreate executive and SVP expense reports for submissionProcess expense reports and approve senior leadership's direct report's expensesTrack senior leadership's direct reports expenses for timely submission and on time payment.Enter and maintain all travel rewards programs in Senior leadership's travel profiles
Calendar ManagementManage senior leadership calendars and schedulesManage meeting room calendar and reserve rooms as neededMaintain entries that apply to who you support on the corporate calendarSchedule personal appointments as well as business appointments for senior leadershipCreate meeting requestsAccept or decline meeting requests sent to senior leadership
Corporate InitiativesAssist with planning, coordinating and working corporate eventsProvide switchboard coverage for breaks/vacation/sick time for receptionistAnnual Mansfield Cares charity responsibilitiesOverall care of the facility to assure always presentable for guestsProvide admin support for other senior leadership and executives if an admin is out of the officeAdmin team cross training for continuous senior leadership support
Use of Technology/Software/Program/ResourcesOneDriveEnergy LinkConcurSABAADPMicrosoft HubI.T. Help Desk SystemCorporate Counsel Center (Legal Dept)Go365
Other Duties as Assigned
Position Requirements
Formal Education & Certification
High School diploma or equivalency
Knowledge & ExperienceFive or more years of administrative support experienceStrong Microsoft Excel, Word, and Outlook experienceMinimum of 45 wpm typing skillsExtensive Outlook Calendar Management is a definite plusProfessional appearance & demeanor
Qualifications & CharacteristicsStrong organizational and time management skillsDetail orientedAbility to multi-task and be flexibleStrong verbal and written communication skillsAbility to resolve conflict quickly and productively
Work Environment40-hour work week, hybrid schedule available once training is completed (1 day remote, 4 days in office)Sitting for extended periods of timeDexterity of hands and fingers to operate a computer keyboard, mouse, power tools, and other computer components
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.
Responsibilities
General Administrative AssistanceTyping and filing of all documents, memos, and notes as needed for designated senior leadershipProvide switchboard coverage as neededArrange for meals and related materials as needed for senior leadership, guests, training, and customer meetingsEnsure building is clean for guests and report areas for cleaning as neededTranscribe senior leadership voice messages as needed and take any appropriate actionsMaintain office supplies as needed for the companyPlace monthly office supply order for the corporate officePut away incoming office supply stockProcess mail as needed for senior leadershipGreet guests as they arrive and escort them to meetingsParticipate in preparation of company eventsMaintain senior leadership contact listsPrepare all reports, notes, etc. for senior leadership to have prior to attending routine meetingsProcess time off requests and timecards for Senior leadershipMake sure equipment used by senior leadership is functioning properly and always ready for their useOuter office visit coordination for senior leadership (there is a standard process).Process UPS shipments for senior leadershipAction item tracking
Travel & Expense ManagementPlan and process all travel as needed for senior leadershipRegister senior leadership and others for industry events and create travel plansTeach others how to use the travel system as neededProcess new vendor set upsProcess check requests for company expenses to be paid to vendorsCreate executive and SVP expense reports for submissionProcess expense reports and approve senior leadership's direct report's expensesTrack senior leadership's direct reports expenses for timely submission and on time payment.Enter and maintain all travel rewards programs in Senior leadership's travel profiles
Calendar ManagementManage senior leadership calendars and schedulesManage meeting room calendar and reserve rooms as neededMaintain entries that apply to who you support on the corporate calendarSchedule personal appointments as well as business appointments for senior leadershipCreate meeting requestsAccept or decline meeting requests sent to senior leadership
Corporate InitiativesAssist with planning, coordinating and working corporate eventsProvide switchboard coverage for breaks/vacation/sick time for receptionistAnnual Mansfield Cares charity responsibilitiesOverall care of the facility to assure always presentable for guestsProvide admin support for other senior leadership and executives if an admin is out of the officeAdmin team cross training for continuous senior leadership support
Use of Technology/Software/Program/ResourcesOneDriveEnergy LinkConcurSABAADPMicrosoft HubI.T. Help Desk SystemCorporate Counsel Center (Legal Dept)Go365
Other Duties as Assigned
Position Requirements
Formal Education & Certification
High School diploma or equivalency
Knowledge & ExperienceFive or more years of administrative support experienceStrong Microsoft Excel, Word, and Outlook experienceMinimum of 45 wpm typing skillsExtensive Outlook Calendar Management is a definite plusProfessional appearance & demeanor
Qualifications & CharacteristicsStrong organizational and time management skillsDetail orientedAbility to multi-task and be flexibleStrong verbal and written communication skillsAbility to resolve conflict quickly and productively
Work Environment40-hour work week, hybrid schedule available once training is completed (1 day remote, 4 days in office)Sitting for extended periods of timeDexterity of hands and fingers to operate a computer keyboard, mouse, power tools, and other computer components
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.