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Sr. Administrative Assistant - 57348511 - JL

Job Code: 57348511
Job Location: Louisville, CO
Category: Admin
Last Updated: 06/01/2017
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Job Description:
POSITION DESCRIPTION -
This position has the responsibility and authority for day-to-day support of the Finance. 80% job duties will focus on general administrative functions and the remaining 20% of job duties will focus on organization/group specific support and/or needs.
POSITION RESPONSIBILITIES -
• Provides assistance and support to Director and their department and act as a liaison between management and functional team managers; Assist with follow-up of information from Director to team members (cascade of information within the department).
• Perform standard office duties, including typing, filing, file maintenance answering phones, Internet/Intranet research, setting up and maintaining files, ordering supplies and equipment, photocopying documents and handling incoming and outgoing mail.
• Type and proofread correspondence, reports, presentations and forms; corrects grammar and formatting errors; drafts brief correspondence of a routine nature. Compose correspondence for own and Director’s signature.
• Coordinate and maintain effective office procedures and efficient work flow: obtaining authorization signatures, shepherd forms and documents for signature on timely basis, and oversee departmental processes to ensure effectiveness. Reinforce and educate team members with regard to policies and procedures as set by management (i.e. office supplies, tools, processes, signatures).
• Utilize problem solving techniques, tact and discretion when handling day to day responsibilities and managing other requests for information. As the “hub” of the department, is expected to maintain good relationships with peers and across other teams.
• Coordinate departmental activities and meetings, (i.e. schedules, coordinates and tracks travel itineraries and calendars, as well as schedule meeting, coordinate catering, conference rooms, hotel accommodations for out of town guests and follow-up with all parties to confirm attendance). Prepare and coordinate Director’s travel requirements and completes timely reimbursement of expenses upon commencement of travel.
• Take action as authorized during Director’s absence and use initiative and judgment to see that matters requiring attention are handled in a manner to minimize effect of manager’s absence.
• Support new hire process through coordination of interviews, communication with candidates and new hires, coordination of office space and needs with facilities and communication with hiring manager, processes requests through IT for office set up.
• Maintain business operating systems as required.
• Involvement in budget tracking process as requested.
• Maintain total confidentiality in all matters of correspondence, telephone messages, and professional conversations.
• Manage E-Cats.
• All activities must be performed in compliance with the Quality System.
• Performs duties in compliance with environmental, health and safety related site rules, policies or governmental regulations.
• All other duties as assigned.
• Travel requirement: Less than 10%
 
Requirements:
Top three must haves:
• Solid Administrative support skills including scheduling, travel plans, expense reports, etc.
• Excellent communication skills
• Strong work ethic
EDUCATION REQUIRED -
• High School Diploma
YEARS OF EXPERIENCE -
• 4+ years minimum related business experience
SPECIALIZED KNOWLEDGE REQUIRED -
• Excellent proficiency with Microsoft Word, PowerPoint, Excel, Outlook required. Additional software packages (SAP, Expense Express, Adobe, sales/marketing databases) a big plus.
• Excellent organizational skills required with ability to prioritize in a fast-paced, ever-changing environment.
• Strong written and oral communication skills.
• Excellent proofreading and composition skills.
• Able to manage time and complete multiple projects independently and proactively
• Must maintain a high level of confidentiality.
• Must possess a high level of energy and willingness to work in a “fast paced” environment.
• Must exhibit a professional demeanor and be able to establish relationships.
• Ability to handle difficult situations.
• Able to interface with all levels of management.
• Decision making and problem solving skills.
PREFERRED -
• 1+ years college and/or CAP certification preferred
• Prior experience in a fast paced, professional environment preferred.
 
For more information about this position, please contact the Entegee New Hope, MN office at 763-577-9000 or techteam@entegee.com.
 
Please reference job # 57348511JL
 
Equal Opportunity Employer
Minorities/Women/Veterans/Disabled
 

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Entegee is an equal opportunity employer. Entegee considers applicants for all positions without discrimination on the basis of race, color, religion, sex, national origin, age, marital or veteran status, disability, or any other legally protected status. No question in the website is used for the purpose of limiting or excluding any applicant's consideration for employment on any basis prohibited by local, state, or federal law.

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