Administrative Assistant

Scope of Position

Provide administrative support for Advanced Optics Business Technology director, other senior personnel in the organization, and the overall AO development organization. Helps to maintain a positive and supportive environment for Advanced Optics Development.

Responsibilities

• Maintain extensive calendaring, phone and travel details for Directors and department members as needed
• Ensure Corporate and department due dates, and critical events are added to Directors’ calendars.
• Assist Directors with meeting all timelines and deadlines
• Ensure office coverage during normal business hours
• Maintain IP and documentation data tracking report.
• Assist Safety Coordinators with Safety/Culture/Mindfulness banks, including AO development  Near miss reports tracking and inputs for CPPD report.
• Help create Staff Meeting Agendas, PowerPoint decks and facilitation of meetings
• Help create Directorate Communication Meeting Agendas, PowerPoint decks and facilitation of meetings
• Assist Director in creating monthly period report draft by establishing a process with managers to collect key period report inputs
• Manage process for key S&T and business meetings and submission with managers and Director
• Coordinate extensive travel itineraries (including international travel) for Directors and department members.
• Assist with acquiring appropriate travel documentation including visas, passports, and invite letters.
• Update and maintain organization chart and distribution lists.
• Provide and assist managers/directors with new employees on-boarding requirements and end of assignment requirements.
• Assist and support Directors and department with all clerical and general office duties as appropriate (i.e. ordering office supplies, recognition gifts, etc.)
• Process expense reports using Concur
• Review Etads to ensure completion.
• Manage all meeting logistics (may include meeting rooms, meals, transportation etc.)
• Event Planning: Offsite meetings/events, recognition, team-building
• Manage department space and space budget reports.
• Initiate and manage purchase orders (PeopleSoft, Tradeshift etc)
• Maintain, update and create SharePoint or BOX related requests. Review access rights as appropriate
• Work effectively with other team admins in to provide optimum support. Provide backup support as needed.
• Resource for department use of Fieldglass and interface to Pro Unlimited.
• Resource for IT updates and new programs/software etc.

Requirements

• Associates degree in business or equivalent work experience.
• Strong computer skills.
• Solid computer/technology skills including Microsoft Office, SharePoint, Webex, Box, PeopleSoft, Tradeshift, Concur, Etad system.
• Ability to prioritize and handle multiple tasks simultaneously
• Stays current on trends and is willing to adapt to new technology and processes
• Motivated, self-starter, and detail oriented.
• Proactive, take the lead, anticipate needs, and influence the outcome.
• Maintain professional composure and maintain quality of work during variations of work schedule, priorities, and under tight deadlines.
• Detail-oriented and conscientious.
• Uses discretion to direct work-flow in accordance with general supervisory guidance
• Listen, make decisions, act with minimal supervision.
• Handle confidential information and able to use sound judgment.
• Problem solving skills and use of judgement to determine/communicate when assistance/support is needed.
• Maintain professional composure and demeanor at all times
• Highest level of interpersonal skills including tact, patience, flexibility, and courtesy.
• Establish, grow, and maintain positive working relationships with both internal and external customers.
• Able to build and work internal network
• Communicate effectively, both verbally and written
• Professional presence, maturity, and appearance

Desired Skills

• Eager to take on additional responsibilities
• >5 years administrative experience
• Ability to identify opportunities to simplify or make processes/tasks/activities more effective and value-add
• Knowledge of S&T organization.