Administrative Assistant II

Role Purpose

Serving as the primary administrative support for three managers and their departments, the successful candidate will be comfortable working in a dynamic environment with a highly diversified group of scientists & technicians. The role also includes working with 1 other administrative assistant for the directorate Admin Support Team to collectively meet the needs of all directorate members. There may also be opportunities to take on project work and non-traditional administrative tasks depending on workload. 

Key Responsibilities

• Calendar management for managers, including scheduling meetings, recurring reviews, team gatherings and special events
• Coordinate annual and monthly staff and department meeting schedules, update attendees, and adjust timing as needed
• Phone coverage for management staff as required
• Take action on email requests as appropriate and manage email inbox for managers as requested
• Schedule individual and group meetings including WebEx video meetings, room booking and catering
• Compile period reports for review, working with a department editorial board
• Compile and format PowerPoint presentations for business meetings
• Assist with international and domestic travel arrangements including flights, hotels and car rentals, and passport and visa applications support and file manager expense reports
• Maintain travel documentation and support compliance with company travel policies
• Maintain and update team files, organizational charts and SharePoint Online access lists
• Member of the directorate Admin Team coordinating administrative tasks with 1 other administrative assistant including hiring and onboarding support activities, lab tour requests, international travel assistance, basic training and support for directorate members to effectively use the latest Workforce Productivity tools such as Teams, SPO, Copilot, Corning GPT
• Coordinate visitor management and technical service visits in a timely manager to ensure compliance with legal and safety requirements

Experiences/Education - Required

• Experience scheduling with multiple calendars using MS Outlook
• Proficient in Microsoft Office applications including MS365 Teams, SharePoint, Excel and PowerPoint
• Excellent written and verbal communication skills and comfortable interfacing with high level technical & management personnel
• Strong organizational skills, attention to detail, and ability to manage multiple priorities independently
• Handle confidential business and employee information with discretion
• Able to support multiple managers effectively
• Enthusiasm for learning new processes and helping others utilize new tools (Examples are: software upgrades, updates to SharePoint Online, learning new Cobalt collaborative environment)
• Associate’s Degree or higher in a relevant area or demonstrated equivalent work experience
• 2 or more years administrative assistant experience or equivalent
• Corning Incorporated experience is a plus

Experiences/Education - Desired

• Service-oriented mind-set with a focus on process improvement
• Experience with small project management
• Professional certification (for example: IAAP Administrative Professional)
• Ability to prioritize and handle multiple tasks simultaneously, work efficiently and effectively in a dynamic environment. 
• Proactive, demonstrated ability to take the lead and influence the outcome
• Eager to take on additional responsibilities outside normal scope of position
• Picks up on the need to change personal and interpersonal behavior quickly