Administrative Assistant Job at Mansfield Oil in Gainesville

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 Assistance

• Typing and filing of all documents, memos, and notes as needed for designated senior leadership
• Provide switchboard coverage as needed
• Arrange for meals and related materials as needed for senior leadership, guests, training, and customer meetings
• Ensure building is clean for guests and report areas for cleaning as needed
• Transcribe senior leadership voice messages as needed and take any appropriate actions
• Maintain office supplies as needed for the company
• Place monthly office supply order for the corporate office
• Put away incoming office supply stock
• Process mail as needed for senior leadership
• Greet guests as they arrive and escort them to meetings
• Participate in preparation of company events
• Maintain senior leadership contact lists
• Prepare all reports, notes, etc. for senior leadership to have prior to attending routine meetings
• Process time off requests and timecards for Senior leadership
• Make sure equipment used by senior leadership is functioning properly and always ready for their use
• Outer office visit coordination for senior leadership (there is a standard process).
• Process UPS shipments for senior leadership
• Action item tracking

Travel & Expense Management

• Plan and process all travel as needed for senior leadership
• Register senior leadership and others for industry events and create travel plans
• Teach others how to use the travel system as needed
• Process new vendor set ups
• Process check requests for company expenses to be paid to vendors
• Create executive and SVP expense reports for submission
• Process expense reports and approve senior leadership's direct report's expenses
• Track 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 Management

• Manage senior leadership calendars and schedules
• Manage meeting room calendar and reserve rooms as needed
• Maintain entries that apply to who you support on the corporate calendar
• Schedule personal appointments as well as business appointments for senior leadership
• Create meeting requests
• Accept or decline meeting requests sent to senior leadership

Corporate Initiatives

• Assist with planning, coordinating and working corporate events
• Provide switchboard coverage for breaks/vacation/sick time for receptionist
• Annual Mansfield Cares charity responsibilities
• Overall care of the facility to assure always presentable for guests
• Provide admin support for other senior leadership and executives if an admin is out of the office
• Admin team cross training for continuous senior leadership support

Use of Technology/Software/Program/Resources

• OneDrive
• Energy Link
• Concur
• SABA
• ADP
• Microsoft Hub
• I.T. Help Desk System
• Corporate Counsel Center (Legal Dept)
• Go365

Other Duties as Assigned

Position Requirements

Formal Education & Certification

• High School diploma or equivalency

Knowledge & Experience

• Five or more years of administrative support experience
• Strong Microsoft Excel, Word, and Outlook experience
• Minimum of 45 wpm typing skills
• Extensive Outlook Calendar Management is a definite plus
• Professional appearance & demeanor

Qualifications & Characteristics

• Strong organizational and time management skills
• Detail oriented
• Ability to multi-task and be flexible
• Strong verbal and written communication skills
• Ability to resolve conflict quickly and productively

Work Environment

• 40-hour work week, hybrid schedule available once training is completed (1 day remote, 4 days in office)
• Sitting for extended periods of time
• Dexterity 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.