Administrative Assistant

Job Duties

Primary focus is providing complex administrative support for the West Coast Regional Facilities, EHS and Security department. This position works under limited supervision with general instructions given on new assignments.

? Performs general administrative duties that may include coordinating meetings and appointments, generating email, memos and letters, faxing, ordering and maintaining supplies, arranging travel, preparing expense reports, photocopying, preparing and sorting mail.
? Serves as a point of contact for internal customers as well as external customers and vendors. Contacts are frequent within and outside organization and involve obtaining or providing information on matters of moderate to critical importance to the organization and may be of a sensitive nature.
? Answers complex functional questions that may require additional research and follow-up.
? Viewed as key functional resource for the company.
? Anticipates and coordinates projects and assignments, organizes own schedules, and that of others, to meet deadlines. May gather and prepare data in preparation of upcoming projects; identifies future needs to complete projects.
? Makes decisions using independent judgment under general guidelines.
? Translates thoughts into documents (letters/memos/presentations, etc.) using existing material; ensures document is logical and complete as well as accurate in grammar and spelling; makes suggestions for improvements in existing communications.
? Manages work in a confidential manner, ensuring information is shared with internal and external individuals in an appropriate manner; provides guidance to peers as necessary regarding proprietary information.

Confidential information typically consists of company/division sensitive information (i.e. employee health and safety-related information)
REQUIREMENTS
Experience Needed

Typical minimum education and experience required is a Two-year AA degree and 4 years of related experience.

In-depth expertise and functionality in company’s core hardware and software package (i.e. creating formulas and macros and working with multiple worksheets in Excel; producing advanced screen shows in PowerPoint; illustrating business information using graphics, charts and tables in Word; creating forms, queries and reports in Access).

Complete understanding of the administrative, departmental and technical aspects of the job and their practical applications to problems and situations.