Cabot has an exciting opportunity for an Administration Assistant to join the team at the Billerica, MA Technology Center location.

This hands-on role supports both the Facility Operations Manager as well as other operations leaders through performing highly specialized, complex administrative activities in support of the function (i.e. external vendor management, invoicing, managing purchase orders, etc).

This role is based at the Billerica, MA, location, and is eligible to participate in Cabots Flexible Working Arrangement (hybrid) program as schedules allow.

• Administers specific on-going programs, processes or projects that require a high level of coordination with multiple parties, both internal and external.
• Responds to requests for information and/or materials. Provides information and guidance regarding program(s) or process being administered. (Provides information to finance regarding daily operations for multiple BUs in Operations. Provides various utilities reports for Operations Manager to help maintain utility contracts.)
• Reviews transactions and monitors for accuracy, completeness, and compliance with established rules and procedures. Identifies administrative problems and trends; recommends solutions. (Reviews spending vs. POs to maintain compliance to budgets. Reviews transactions for other onsite groups (CRT, BEAT) to ensure compliance with budgets.)
• Compiles, reviews, analyzes and summarizes information from various sources, prepares calculations, reports and graphics as necessary. Independently determines methods of research and presentation of information. Conducts regular or ad hoc analyses of information. (Asked to complete a variety of reports for all operations within the department. Utilities, spending on waste disposal, financial analysis, inventory control in lab stockroom, offsite storage, etc.)
• May maintain databases and run standard and ad-hoc reports as needed. Provides user training. (Offsite storage database, utility usage database, tax spending ledgers, SH&E training, etc.) (Provide training on Coupa, Inventory Control in stockroom, SH&E training database.)
• May monitor budget(s) and keep track of expenses. (All Operations budgets)
• Modifies or develops administrative procedures. May provide leadership to other administrators. (Meets regularly with other site administrators, to share procedures and other helpful information)

• Secondary education required; High School diploma/GED is required, but post-secondary training (certificate program) or bachelors degree preferred.
• 7 years of progressive secretarial/administrative experience.
• Experience with purchase order systems (i.e Coupa, JDE, etc).
• Experience with invoicing and creating purchase orders.
• Vendor management experience.
• Strong proficiency in Excel (i.e. pivot tables, creating ad-hoc reports, etc).
• Strong knowledge of administrative, office practices and techniques. Very strong knowledge of Cabots policies and procedures, particularly as they apply to specific functional area.
• Expert in the use of office equipment and related software packages, including spreadsheets, databases, and presentation applications.
• Excellent verbal and written communication skills. Ability to interface with internal managers and employees at all levels as well as senior-level external parties.
• Organization skills. Ability to keep track of multiple details and establishing priorities.
• Excellent attention to details and ability to perform basic calculations.

How Well Support Your Success:

• Dynamic, Flexible, Hard Working, Team Environment We are busy, collaborative, growing, and we are doing really meaningful work.
• Hybrid Work Environment The autonomy to both work from home 2 days a week and develop/sustain colleague relationships in the office 3 days a week.
• Benefits, Vacation, Etc. We offer a competitive package of benefits.
• Feedback we are committed to giving and receiving feedback in a direct and open fashion.
• Support you are part of a team and deserve to feel encouraged and supported. You will be part of a team that cares about you personally and professionally. Our success depends on your success.

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