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Administrative Assistant, Global Manufacturing

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Date: May 31, 2021

Location: Corning, NY, US, 14831

Company: Corning

The selected candidate will report to and support the Director of Global Manufacturing Excellence while also supporting the Director of Corporate Safety and respective organizations within the Global Manufacturing, Quality and Safety group. Administrative support for the Director of Global Manufacturing Excellence and Director of Corporate Safety and their organizations includes:

 

• Travel arrangements, including passport & visa requirements

• Calendar management and prioritization for Directors

• Organizing meetings, including preparation activities to enable efficient and effective process, necessary media support, and assisting with post meeting follow-up actions

• Other support activities to enable Directors to efficiently and effectively operate

• Coordinating DARM compliance audit and ensure file retention schedule is maintained up to date.

• Coordinating logistics for internal and external meetings o Conferences and events (presenters, schedules)

o Rooms, media (printed and digital), food Achieving Manufacturing Excellence Audit (AME) support includes:

 • Pre-audit actions – include DropZone management

• Post-audit actions

• Management of AME Outlook Account/Calendar

• Meeting arrangements

• Training arrangements

• Make travel arrangements and establish/maintain Audit /Assessment Agenda for multiple auditors

• Coordinate travel for a pool of up to 100 AME and global safety auditors for about 50 audits per year (2-16 travelers/audit)

• Work with plant or region contact to make logistical arrangements:

o Ground

o Hotels

 o Meals

o Daily audit agenda coordination for multiple auditors

o Team building activity planning for AME

• AME Database

o Act as AME Database system functional owner: ensure information is loaded into the system, ensure users have the appropriate access level, develop & provide structured and ad-hoc training on system use, provide troubleshooting and escalate to vendor if necessary.

• Operate within the GMQ Admin team to arrange back-up and provide back-up coverage as needed, share knowledge and function as a team.

• Keep critical files related to AME and Global Manufacturing current Corporate Safety support includes:

• Management of GSS Outlook Account/Calendar

• Manage multiple email distribution lists, and contacts databases

• Coordinate DARM compliance and audits with GSS team members

• Manage monthly Learn and Leverage process (presenters, documents, WebEx, schedule)

• Coordinate with GES to support quarterly EHS Town Hall processes

• Coordinate travel for Global Safety Solutions auditors for approximately 50 audits per year (2-4 travelers/audit)

• Coordinate logistics for internal and external meetings and conferences

o Conferences and events (presenters, schedules)

o Travel arrangements

o Rooms

o Media (digital and printed content)

o Food o Scribe and follow up documents/actions etc.

• Develop and run periodic and ad-hoc reports and queries (Gensuite and other data sources) for corporation, divisions and facilities to include graphs.

• Achieve certification as Global Training Coordinator, be proficient with BrainShark and TBL software, manage upload and maintenance of GSS training courses, and assign courses in TBL to Corning personnel.

• Prepare and distribute periodic reports o Internally: Sustainability reports, weekly and monthly safety statistics, Division metrics, quarterly GM reports, dashboard for BOD meetings.

o Externally: Bureau of Labor Statistics (BLS), annual ORCHSE Reports, customer safety data requests Coordinate logistics for internal and external meetings Global Manufacturing, AME, CMS and Global Safety SharePoint sites support includes:

• Input to layout and content, and maintain functional skillset to perform basic design and development of SharePoint sites

• Developing, uploading and maintaining sites

• Uploading, organizing, and maintaining corporate AME and Safety standards, including translations into 9 languages

•Providing appropriate security access to SharePoint sites to OSH and AME communities of practice

 

Required Education: Associate degree in office management or similar

 

Required Years of Experience:

3 - 5 years of experience as a department or group Administrative Assistant is required

 

Required Skills:

• Strong customer service and support function skills

• Critical thinking and Communications skills

• Detail oriented and error-free work

• Strong experience with data base management.

• Proficient with Microsoft Office suite including Word, PowerPoint, Excel, and Outlook

• Strong knowledge of SharePoint and Box

• Self-starter

• Ability to juggle multiple priorities and fast paced environment

• Strong knowledge of WebEx and its functionality

• Collaboration with co-workers and other administrative professionals

• Ability to handle confidential material and information in a trusting and professional manner

• Foresight to anticipate needs and changes within the department to improve overall effectiveness and efficiency of the team

 

Desired Skills:

• Experience with Corning Incorporated internal systems: purchase ordering, room scheduling

• Concur for travel and expense proficiency

• SharePoint, Box, WebEx knowledge


Nearest Major Market: Corning