Administrative Assistant III

Qualifications

Job Description Summary Senior Administrative Assistant supporting R&D leadership in Rochester, NY The Opportunity We are seeking a dynamic, multi-talented Senior Administrative Assistant for our R&D Center located in Rochester, NY. If you enjoy a high level of ownership, accountability and variety of responsibilities, this is the role for you. The role will be a key partner to R&D leadership by handling complex and diverse administrative duties.

This role will support multiple R&D functions and will require a strong customer (internal and external) excellence and customer satisfaction mindset. Preferred Qualifications:

• Experience working with complex calendars and travel requirements
• Previous experience creating and processing Purchase Orders in Ariba
• Experience working with ambiguity and determine best path forward independently
• Experience working with high degree of responsiveness of requests and act with a sense of urgency
• A passion to win and desire to take on additional tasks.
  
  

Responsibilities

The Responsibilities

• Provide administrative support to R&D leadership in Rochester, NY
• Serve as key R&D point of contact for other departments and stakeholders
• Communicate with external partners, senior leaders and department employees – communicate verbally or in writing with a high level of confidentiality.
• Manage complex travel plans, visas, passports, calendar, scheduling and subsequent expense reports with multiple currencies.
• Facilitate and help visitors with travel / hotel arrangements
• Provide meeting coordination support including catering for small and large meetings
• Order and maintain office supplies, equipment and manage expense reporting
• Place purchase orders in support of R&D team in Ariba.
• Receive invoices for processing by Accounts Payable
• Monitor, follow-up and resolve invoices that require additional information to process.
• Multi-task and manage through issues proactively. Provide appropriate information to contacts (handle questions, issues and follow ups)
• Process incoming and outgoing mail
• Perform other related general office management duties to organize and coordinate operations and procedures as assigned. The Individual:
• 8 years of office management or administrative experience
• Experience planning meetings both large and small.
• Experience with Microsoft Office Applications (Word, Powerpoint, Outlook, Excel)
• Office manager experience within a corporate setting
• Previous experience supporting senior leaders