What are the responsibilities and job description for the Administrative Assistant position at Synectics Inc?
Job Description
Job Description
Job Description :
Led by Business Lead; support organization lead and provide administrative support for the Vector & External Manufacturing Operations team.
Will perform highly diverse administrative and project focused duties, which by nature of the position may involve high level contacts and exposure to confidential material necessitating the use of tact, diplomacy, discretion, and judgment.
Coordinate logistics for monthly, quarterly Workshops / Meetings
Manages catering requests, reserve conference rooms via Outlook, enter visitor registrations, check internal / external availability for meetings when needed.
Adhere to T&E policies, including booking travel (domestic & international) and reconciliation of business expenses, submit Expense Report via Concur
Work closely with EHS Conference teams, IT, Sodexo Catering, and External Event Coordinators
As needed, creates Contract / PO requisitions and manages the lifecycle of the Contract & purchase / service orders leveraging ERP Systems (Icertis, Ariba, & SAP)
Oversee and manage Dept's multiple Mailgroups and communicate changes accordingly
Assist with ordering office supplies, ensure office supply drawer is organized and stocked
Calendar management, ensuring timely scheduling of meetings, prioritizing them effectively, and making sure they occur within appropriate timelines.
Provide back up support to Exec Admin as needed to support VP during planned, as well as unplanned (e.g. emergencies, etc.) absences
Advanced experience with MS Teams, SharePoint, and other systems (Concur, Workday, Ariba, SAP) including MS Office.
Performs additional general office duties as assigned.
Work with minimal supervision, have strong initiative and follow up with focus on details
Prioritize activities and takes prompt action based on an understanding of departmental objectives and business needs
Event coordination (meetings, dinners).
Will work with other onsite Admins and provide back up support for them when needed.
Work Schedule : Monday - Friday, Business hours 8 : 30 - 5 : 00
Qualifications :
High School degree required
Some college preferred or equivalent experience
8 years administrative or comparable experience; prior and Project Coordinator experience preferred
Must have excellent organizational skills, thorough knowledge of computer programs (MS Office Word, PowerPoint, Excel and standard applications)
SharePoint experience and knowledge
Knowledge of Systems and Processes, including Concur, Icertis, SAP, Ariba.
Successful candidate must be able to learn new tools and systems in an ever-evolving environment
Demonstrate strong interpersonal skills and diplomacy in all levels of management
Able to work well under pressure, be open minded, speak up / ability to ask for help or ask clarifying questions.
Proven skills in prioritizing and multi-tasking, as well as the ability to remain poised and focused in a fast-paced working environment.
MS Teams, T&E, Workday, MS Office, Travel Arrangments (Concur), Outlook
Benefits :
Healthcare Insurance : Synectics offers eligible employees and their dependents healthcare coverage through BlueCross BlueShield of Illinois. Eligibility begins on the 1st day of the calendar month following 60 days of continuous full time employment with Synectics. Premiums are subsidized by Synectics.
Dental Insurance : Synectics offers eligible employees and their dependents a dental plan through MetLife. Eligibility begins on the 1st day of the calendar month following 60 days of continuous full time employment with Synectics.
Vision Insurance : Synectics offers eligible employees vision insurance through VSP. Eligibility begins on the 1st day of the calendar month following 60 days of continuous full time employment with Synectics.401(k) Plan : The Synectics Inc. Investment Savings Retirement Plan. Synectics offers all employees who are 21 years of age or older the opportunity to invest in the 401(k) Plan on the first enrollment date that is at least 30 days after employment begins. Enrollment dates are each January 1st, April 1st, July 1st, and October 1st.
Technical Certification Bonus : Synectics is pleased to award its employees a bonus of up to $500 for an approved professional certification. In determining the bonus amount, Synectics will consider the cost of the test(s) for any certification relating to your current position, achieved during your employment with us. Only one Certification Bonus per calendar year may be awarded per employee. Only current, active employees will be eligible to receive this bonus. It will be awarded 90 days after the Synectics office has received documentation confirming the successful completion of the certification.
Synectics is an equal opportunity employer.
