Job Description

Job Summary:

We are seeking a highly organized and proactive Senior Administrative Assistant to provide essential support to our team at Experimental Station. The successful candidate will oversee various administrative tasks, including expense management, onboarding new employees, and facilitating inter-departmental communication. This on-site role is critical for maintaining operational efficiency and requires collaboration with multiple departments.

Key Responsibilities:

• Review and approve employee expense reports, including those from international teams.
• Prepare and process expense reports related to awards promptly.
• Process Confidentiality Disclosure Agreements (CDAs) and timekeeping adjustments (Time correction tickets).
• Generate purchase requests and purchase orders (POs), coordinating vendor payments through SAP and SharePoint.
• Assist with account payments in collaboration with the local SAP contact.
• Order office supplies from designated vendors and monitor inventory levels.
• Assist the onboarding process for new hires, ensuring an effective transition.
• Coordinate recruitment efforts, including scheduling interviews and managing travel reservations.
• Handle space requests and allocate resources efficiently.
• Order computer equipment and maintain an organized inventory of supplies.
• Submit service tickets for equipment maintenance.
• Coordinate logistics for team meetings, including agenda preparation, room setup, and materials organization.
• Manage onboarding logistics such as IT access and scheduling initial meetings.
• Develop and manage distribution lists for effective internal communication.
• Organize catering for internal meetings and events.
• Facilitate visitor access and manage conference room schedules.
• Serve as a point of contact for team members regarding policies and procedures.
• Participate in special projects and provide support for trade shows as required.
• Manage and Coordinate calendars for executives simultaneously
• Schedule, reschedule and prioritize meetings based on urgency and importance
• Coordinate across different time zones for remote and international participants
• Anticipate scheduling needs and proactively suggest meeting times
• Assist the sales team with Vespel® quote access forms for specific programs.

Qualifications:

• Minimum of 5 years of proven administrative experience in a corporate environment.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle sensitive information with the utmost discretion.

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