Administrative Specialist

PURPOSE OF THE JOB

This position is responsible for providing executive administrative support to the Vice President of Strategic Marketing, Door Segment and Vice President of Finance, Door Segment. In this role, you will be responsible to increase efficiency and effectiveness of the Strategic Marketing and Finance teams with calendar coordination, event & meeting planning and project support. The person in the Administrative Specialist role will interact with employees at all levels and will frequently interact with senior executive leadership and administrative support.

JOB RESPONSIBILITIES:

Leader and Team Support:

• Accurate and efficient maintenance of daily schedules and coordination of meetings.
• Perform general administrative duties such as set up and management of meetings, calendars and coordination of travel arrangements.
• Process T&E expense reports in a timely manner for the vice-president
• Manage purchase card administration (i.e. oce supplies, annual industry memberships for the organization); timely reconciliation of purchase card on a monthly basis
• Purchase order and invoice process management, as needed
• Schedule interviews for prospective candidates, internal and external.
• Handle onboarding of new team members.
• As needed, create reports, presentations, and emails/correspondence
• Organize team meetings, which includes planning, coordination of travel, agenda preparation, and pre-read materials while ensuring that budget controls and Owens Corning policies are followed
• Provide proactive support to track actions, deadlines, and manage documents

Teamwork:

• The role will have contact with a variety of internal and external partners, inclusive of customers, at all levels of the organization and must ensure and maintain a positive Owens Corning image.
• Additionally, this role will team with other administrative assistants in managing administrative tasks and balancing workload across the entire Door organization, as well as providing back-up support as needed.
• Develop and maintain a wide, high-level, and effective network of relevant business and administrative contacts

Metrics:

• Actions are completed to deadlines, including events, meetings, budgeting etc.
• Positive interactions with senior leadership and administrators to drive desired outcomes.
• Accurate and efficient maintenance of daily schedules, coordination of meetings, and T&E report processing.
• Organize travel using creativity, efficiency and cost awareness
• Continuous improvement mindset to increase process efficiencies
• Demonstrate flexibility and adaptability when managing multiple requests from external stakeholders
• Compose email/correspondence and other communications
• Focal point for all general administration matters: meeting requests, supply orders, internal moves, booking conference rooms for large meetings and meeting facilities, updating address and distribution lists, order business cards, etc.

JOB REQUIREMENTS:

Minimum Qualifications:

• High School diploma required, Associates or Bachelors Degree preferred
• 5-10% Travel

Preferred Experience:

• Minimum 5 years previous experience as an Administrative Professional and the demonstrated ability to function at the Executive Administrative level
• Strong working knowledge of the MS Office Suite including Outlook, Excel, PowerPoint and Word. Experience with Teams is a plus.
• Experience effectively communicating both with the internal and external customer and managing these relationships
• Event planning
• Proven track record of success collaborating with others
• International exposure preferred

Knowledge, Skills & Abilities:

• Ability to maintain the confidentiality of sensitive communications and data
• Ability to manage multiple tasks, demonstrating flexibility and prioritizing while maintaining a results/customer-focused orientation
• Ability to excel in a fast paced and ever-changing work environment
• Strong interpersonal, communication and organizational skills with attention to detail and accuracy
• Strong professional / technical / analytical / internet research skills and the aptitude to learn rapidly
• Ability to work independently and proactively with minimal supervision and guidance
• Service-oriented to efficiently and effectively achieve results for the organization