Job Description Summary
Senior Administrative Assistant supporting R&D leadership in Rochester, NY
The Opportunity
We are seeking a dynamic, multi-talented Senior Administrative Assistant for our R&D Center located in Rochester, NY. If you enjoy a high level of ownership, accountability and variety of responsibilities, this is the role for you.
The role will be a key partner to R&D leadership by handling complex and diverse administrative duties. These include interaction with senior leaders and other executive contacts both within and outside Company, as well as exposure to sensitive information requiring considerable use of tact, diplomacy, discretion and judgement. This role will support multiple R&D functions and will require a strong customer (internal and external) excellence and customer satisfaction mindset.
Preferred Qualifications:
• Experience working with complex calendars and travel requirements
• Previous experience creating and processing Purchase Orders in Ariba
• Experience working with ambiguity and determine best path forward independently
• Experience working with high degree of responsiveness of requests and act with a sense of urgency
• A passion to win and desire to take on additional tasks.
The Responsibilities
• Provide administrative support to R&D leadership in Rochester, NY
• Serve as key R&D point of contact for other departments and stakeholders within Organization.
• Communicate with external partners, senior leaders and department employees – communicate verbally or in writing with a high level of confidentiality.
• Manage complex travel plans, visas, passports, calendar, scheduling and subsequent expense reports with multiple currencies.
• Facilitate and help visitors with travel / hotel arrangements
• Provide meeting coordination support including catering for small and large meetings
• Order and maintain office supplies, equipment and manage expense reporting
• Place purchase orders in support of R&D team in Ariba.
• Receive invoices for processing by Accounts Payable
• Monitor, follow-up and resolve invoices that require additional information to process.
• Multi-task and manage through issues proactively. Provide appropriate information to contacts (handle questions, issues and follow ups)
• Process incoming and outgoing mail
• Perform other related general office management duties to organize and coordinate operations and procedures as assigned.
The Individual:
• 8+ years of office management or administrative experience
• Experience planning meetings both large and small.
• Experience with Microsoft Office Applications (Word, Powerpoint, Outlook, Excel)
• Office manager experience within a corporate setting
• Previous experience supporting senior leaders
