Administrative Assistant

Title: Administrative Assistant - Contractor - D

Location: Rochester, NY (Onsite)

Duration: 12 months

Shift: 7:45 AM-5:30 PM (some flexibility)

Job Description: 

Seeking an Administrative Assistant to perform administrative and staff support. The individual must demonstrate the highest level of personal integrity, professionalism, and work ethic as well as delivering a high level of customer service for internal customers. They must be meticulous at task management and execution excellence. Must have a focus on problem identification and capable of independently defining and implementing solutions. Easily adapts to changing environments and multiple competing demands. Is equally comfortable working as an individual or in a group setting and has the ability to interact with all levels of management.

The Administrative Assistant will provide support with the ability to predict, anticipate and execute on the business needs of the function. 

• General administrative tasks to include, but not limited to:
• Maintain calendars; schedule and coordinate in-person and virtual (Zoom/Teams) meetings, events, interviews, and appointments; reserve conference rooms.
• Create/manage Excel spreadsheets, PowerPoint presentations, reports, action item logs.
• Accurately document meetings and publish meeting minutes.
• Manage upkeep of administrative folders on Sharepoint Manage and edit weekly reports, including deadline reminders to staff Answer phone calls, screen and route calls, and assist callers with inquiries.
• Coordinate and track workspace assignments - ensure spaces are prepared for office moves and new hires.
• Arrange travel itineraries and assist with timely submission of expense reports.
• Manage for timely fulfillment and processing of Purchase Requests, Non-POs, P-Card, and cost transfers (Ariba, SAP, etc.) Manage and keep Supplier/Agency NDAs current Manage office supply inventory and process office supply orders.
• Monitor timecard activities and ensure timely completion.
• Maintain the organizational chart for the department.
• Proper handling of documentation and assets per security requirements.
• Sort company mail as received and process interplant mail.
• Contact person for waste management / pest control and janitorial supplies.
• Manage and track e-mail distribution lists and permissions Support creation of presentation material for senior executive level briefings.
• Serve as event planning/coordinator for multiple events of varying size and nature, including access to the Customer Experience Center.
• Due to complex and confidential nature of the position, knowledge of and adherence to the company’s policies and procedures is required.
• Perform other tasks and assignments as needed.

Basic Qualifications:

• Requires a High School Diploma or equivalent and a minimum of 8 years of prior relevant experience or 2 years post-Secondary/Associates Degree with a minimum of 4 years of prior related experience.

Preferred Qualifications:

• Proficient with Microsoft office suite of tools including Power Point, Word, Excel and Outlook.
• Proficient with enterprise procurement processes and software, such as Ariba, SAP, etc.
• Exceptional customer service orientation with excellent communication skills, strong judgment/problem solving skills, interpersonal skills, and team collaboration.
• Well organized, resourceful, multi-tasker, attention to detail, ability to anticipate assistance needs and take initiative.
• Must be flexible in the face of changing priorities and the ability to interact positively with executives, managers, customers, and other administrators. Must be able to effectively handle multiple simultaneous projects.
• Must be willing to work some occasional extended hours as needed.