Auto req ID 16506BR
Job Posting Title Administrative Assistant - Project Assistant
Business Unit Information Services
Job Description This position performs a variety of complex office tasks and is dedicated to a specific group of managers and/or employees, relieving engineers and management of complex administrative tasks and projects by identifying and anticipating administrative support expectations and requirements. This position requires someone operating independently with minimal supervision to initiate, manage and conclude projects. Duties include coordinating multifaceted schedules and activities, placing orders for supplies and services, in addition to tracking progress and results. This position is responsible for providing administrative support for one or more business units and may also assist staff based in other offices. This position will take a lead role in the assessment and execution of administrative tasks and projects for an assigned business unit and must be able to motivate and mentor fellow members of the administrative team to ensure the successful completion of allocated tasks.
This position is responsible for performing administrative tasks for a dedicated business unit, an individual, or multiple individuals exclusively such as: managing multiple calendars, scheduling meetings, coordinating domestic and international travel arrangements, tracking and processing business related expenses, maintaining confidential and complex department database records and files, maintaining department SharePoint websites, event coordination, screening incoming calls and routing them to the appropriate party promptly and efficiently, maintaining organizational flow charts ensuring consistency and accuracy, distributing documents, generating reports and meeting presentations, tracking and following up on staff projects, reading/routing incoming mail and/or documentation, and working on various special projects as requested. This position is responsible for substantial calendar management, requiring interface with both internal and external contacts.
This position has a solid understanding of the organization and corresponds with internal and external contacts to ensure that projects and tasks are completed in a timely manner. This position requires an understanding of the specific needs of the management team within the assigned dedicated group/individual(s) and will meet with the management staff as needed to discuss and comprehend meeting, travel and project support requirements, to be able to take direction and/or follow up on action items. This position serves as a liaison and/or the initial point of contact for administrative functions, works closely with the business unit Executive Assistant(s), and assists in providing guidance and/or assigning tasks to other administrative staff.
This position will communicate and interrelate effectively with a diverse group of internal and external contacts (administrative peers, management, external guests, vendors, visitors) at all levels and must be able to interact with a high level of professionalism. This position is exposed to company proprietary and company strategic information and a high degree of confidentiality is crucial to this role.
The general work shift is an eight-hour day between the hours of 8 am and 6 pm, Monday through Friday with occasional over-time.
Four years or more of related experience or equivalent combination of education and experience. Experience in a large organization preferred.
Associates Degree or equivalent is preferred.
Skills:
ACE - Employee directory tool
• ASR - Automated Shipping Request
• Cliqbook - Domestic and international online travel arrangement
• eHire - Resume & requisition management tool
• Infotriever - Updates travel itineraries into electronic calendars
• MeetingPlace - Conference call scheduling
• MS Office - Excel, PowerPoint, Word, Outlook (advanced level)
• Office phone system - Voicemail, call transfer, call hold, call park, conference call, and
lookup features
• Org Plus/Visio - Organizational flow chart creation
• PeopleSoft - Expense reporting, invoice activity, and timesheet processing tool
• Performance Management Tool - Employee goal progress online tool
• Remedy - Case assignee, tracking, and updates
• SharePoint - Worldwide online administrative and BU support resource tool
• WebReq - Check requests, purchase orders, PARs, PANs, and WebContract
• Type 30+ wpm
Job Requirements This position performs a variety of complex office tasks and is dedicated to a specific group of managers and/or employees, relieving engineers and management of complex administrative tasks and projects by identifying and anticipating administrative support expectations and requirements. This position requires someone operating independently with minimal supervision to initiate, manage and conclude projects. Duties include coordinating multifaceted schedules and activities, placing orders for supplies and services, in addition to tracking progress and results.Four years or more of related experience or equivalent combination of education and experience. Experience in a large organization preferred.
Associates Degree or equivalent is preferred.
Skills:
ACE - Employee directory tool
• ASR - Automated Shipping Request
• Cliqbook - Domestic and international online travel arrangement
• eHire - Resume & requisition management tool
• Infotriever - Updates travel itineraries into electronic calendars
• MeetingPlace - Conference call scheduling
• MS Office - Excel, PowerPoint, Word, Outlook (advanced level)
• Office phone system - Voicemail, call transfer, call hold, call park, conference call, and
lookup features
• Org Plus/Visio - Organizational flow chart creation
• PeopleSoft - Expense reporting, invoice activity, and timesheet processing tool
• Performance Management Tool - Employee goal progress online tool
• Remedy - Case assignee, tracking, and updates
• SharePoint - Worldwide online administrative and BU support resource tool
• WebReq - Check requests, purchase orders, PARs, PANs, and WebContract
• Type 30+ wpm
Country United States
State/Province California
City/Town Irvine
Shift 1st Shift - Day
Percent of Travel Required None
Function Administration
Discipline Information Systems