This position is responsible for handling travel arrangements for the Manufacturing employees, front desk reception & assisting the Executive team and the Human Resources department with tasks.
Essential Job Functions:
Essential job functions represent the fundamental job duties of the employment position the individual holding the position must be capable of performing. Persons with disabilities can perform these with or without reasonable accommodations. The Director or his/her designee may assign other duties and accountabilities limited to those consistent with the applicable scope of the appropriate professional job function.
Assistant Responsibilities - 50%
Organizes documents and logistics for key meetings and records minutes in executive meetings as needed
Schedules meetings on behalf of CEO
Acts as the point of contact for all calendar scheduling for CEO
Must be able to understand manage key priorities
Assists in coordinating travel arrangement for executive leadership
Assist HR with preparing onboarding folders, bags, and shirts
Responsible for managing and counting company apparel
Front Desk Responsibilities - 20%
Maintains front desk assuring it is clean and supplied with all the necessary supplies and equipment
Greets and communicates with guests
Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies
Answers incoming calls and appropriately directs them
Delivers FedEx, UPS, and USPS outgoing packages
Assists with preparation for meetings (ordering food; providing refreshments); retrieves unused items
Coordinate office celebratory events
Order and stock office supplies
Submit and reconcile credit card receipts
Handle sensitive information in a confidential manner
Assists as needed with clients booking of local hotels, travel and meal arrangements
Ensures no double bookings in the G-CON conference rooms
Site-Install Travel Arrangements - 30%
Ensures that each traveler has a travel request form completed
Ensures all information is transferred to accounting group for payment
Enforces G-CON policies and does not allow out of policy activities without managerial consent
Troubleshoots when the process has failures and expedites solutions
Coordinates hotel accommodations to align with project scope and budget
Negotiates rates for local site hotels based on project budgets
Books hotel for manufacturing staff and is available to rebook if an issue arises.
Ensures that employees have checked out of hotel or that end of stay has been communicated to hotel
Coordinates usage and availability of company vehicles
Determine best use of rental cars as needed and books the vehicles for operations staff
Determines when mass transportation is the best solution and makes sure all details are coordinated to ensure smooth movement while at sites
Ensures that G-CON best interests are protected in terms of booking travel while maintaining employee satisfaction
Effectively negotiates methods of air travel with vendors to save money
Assists shop personnel in extending/changing flights due to unforeseen changes in schedule
Qualification Requirements:
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
Education and/or Experience:
Minimum of 5 years of Admin or assistant experience.
Knowledge of office management.
Excellent time management skills.
Ability to multitask and prioritize work.
Making travel arrangements.
High School diploma or equivalent
Advanced
Skill in customer service.
Knowledge of office management.
Excellent time management skills.
Ability to multitask and prioritize work.
Making travel arrangements.
Skill in basic computer functions such as word processors, spreadsheets, presentation applications and internet usage.
Language Abilities:
Ability to write professional correspondence. Ability to speak effectively with others. Ability to present formal information in one-on-one and small group situations to management and/or other employees. Ability to present information and respond to questions from managers and/or employees.
Temperament:
Flexibility and ability to handle change. Ability to multitask. Ability to maintain composure in a stressful environment. Freedom to work without supervision. Ability to perform under tight deadlines. Self-starter who actively seeks to contribute to advancing Company interests.
Other Abilities:
Ability to make decisions and recommendations
Ability to execute interpersonal, communication and organizational skills
Ability to exhibit a high level of confidentiality
Ability to identify and resolve problems in a timely manner
Ability to gather and analyze information skillfully