Job Description:
Top Skills / Requirements:
Associate s preferred, but not required.
3+ years Administrative Assistant experience, preferably in a corporate environment.
Proficiency in Microsoft Suite and PeopleSoft; Concur experience a plus.
Strong verbal and written communication skills; ability to learn quickly.
Job Summary:
The Administrative Assistant II provides high-level administrative support to multiple departments and project teams, ensuring smooth day-to-day operations. This role involves managing schedules, coordinating travel, maintaining records, processing financial transactions, and assisting with office management. The individual will play a key role in supporting department activities, budgeting processes, and special projects, while serving as a liaison between various stakeholders. Strong organizational skills, attention to detail, and excellent communication are essential for success in this role.
Day-to-Day Responsibilities:
Serve as primary administrative support for designated staff and project teams
Oversee day-to-day office operations, including supply management and resolution of administrative issues
Provide administrative support including calendar management, meeting coordination, onboarding assistance, and initiatives to enhance employee morale
Organize director s time (calendar and daily leadership needs)
Travel arrangements (including shuttle, Concur, and Client)
Plan and manage logistics for department events, meetings, and customer visits in collaboration with the SP Events team
Onboard new hire actions, IT requests, e-tad facilitation, and space requirements for the Directorate
Manage monthly ETADs by sending reminders, overseeing account management, and ensuring timely updates
Maintain and order office supplies within departmental budget considerations
Input PeopleSoft Purchase Orders
Serve as Department SPITS Coordinator
Work effectively with other admins within the department and division to provide optimum support; provide backup support when needed
Prepare presentations, spreadsheets, graphs, and Power BI reports as requested using appropriate tools and software
Update and maintain SharePoint and MS Teams sites
Provide Department Archive Record Management (DARM) support to both directorates, assisting with audits, sharing expertise, and ensuring accurate recordkeeping
Assist managers with special projects or needs as requested
Travel Requirements:
No travel
Education & Experience Requirements:
AAS Degree in Business Administration
Administrative experience with strong technical computer and software skills
3+ years of related administrative experience, preferably in a corporate environment; previous experience with client's systems and processes is a plus
Required Skills:
Organizational Skills: Highly organized with strong attention to detail and ability to prioritize tasks effectively
Communication Skills: Excellent written and verbal communication skills; comfortable interacting with all levels of internal and external stakeholders
Confidentiality: High discretion and integrity when handling sensitive or confidential information
Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), PeopleSoft, Concur, and other relevant systems
Problem-Solving: Strong decision-making and problem-solving skills; ability to adapt to changing priorities and deadlines
Customer Service: Professional, approachable, and customer-focused; proven ability to work collaboratively and build relationships
Self-Motivation: Self-starter who works independently with minimal supervision