Administrative Assistant

Role Purpose

The Administrative Assistant II provides high-level administrative support to multiple departments and project teams, ensuring smooth day-to-day operations. This role involves managing schedules, coordinating travel, maintaining records, processing financial transactions, and assisting with office management. The individual will play a key role in supporting department activities, budgeting processes, and special projects, while serving as a liaison between various stakeholders. Strong organizational skills, attention to detail, and excellent communication are essential for success in this role.

Key Responsibilities

• Serve as primary administrative support for designated staff and project teams.
• Coordinate complex domestic and international travel, including visas, travel documents, group travel, and detailed itineraries.
• Prepare, submit, and monitor expense reports in Concur, ensuring compliance with company policies and departmental budgets.
• Support staff and management with Concur expense reporting, reimbursement tracking, and troubleshooting.
• Proactively identify and escalate potential budget or policy issues.
• Oversee day-to-day office operations, including supply management and resolution of administrative issues.
• Organize and maintain department files, contracts, NDAs, registrations, and agreements.
• Participate in the EIG Administrative Support Coverage Team to ensure consistent cross-departmental support.
• Plan and manage logistics for department events, meetings, and customer visits in collaboration with the SP Events team.
• Serve as DARM coordinator, facilitating audits and maintaining compliance.
• Proofread reports and presentations for senior-level meetings to ensure accuracy and professionalism.
• Support onboarding for new employees, including orientation coordination and office setup.
• Assist with offboarding and internal transitions to ensure smooth, well-documented processes.
• Maintain department and project organizational charts, email distribution lists, and SharePoint sites.
• Manage quarterly SharePoint access reviews to ensure data security and compliance.
• Act as Department Safety Coordinator, monitoring SPITS safety training and ensuring participation and compliance.
• Perform special projects and non-traditional administrative tasks as needed, adapting to changing priorities and workloads.

Experiences/Education - Required

• 5+ years of related administrative experience, preferably in a corporate environment. Previous experience with Corning systems and processes is a plus.
• Organizational Skills: Highly organized with strong attention to detail and the ability to prioritize tasks effectively.
• Communication Skills: Excellent written and verbal communication skills; comfortable interacting with all levels of internal and external stakeholders.
• Confidentiality: Exercise high discretion and integrity when handling sensitive or confidential information.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), PeopleSoft, Concur, and other relevant systems.
• Problem-Solving: Strong decision-making and problem-solving skills, with the ability to adapt to changing priorities and deadlines.
• Customer Service: Professional, approachable, and customer-focused; proven ability to work collaboratively within a team and build relationships.
• Self-Motivation: A self-starter who works productively and independently with minimal supervision.

Experiences/Education - Desired

• Familiarity with corporate financial and purchasing policies and procedures.
• Strong networking skills within the organization and willingness to embrace new technology and processes.
• Knowledge of company operations, policies, and values.