Administrative Assistant

Company: Material Handling Systems, Inc.
Location: Mount Washington
Posted on: November 22, 2021

Job Description:

The Exec Administrative Assistant-Operations provides right-hand administrative support to the VP Project Management while also supporting the Director of PMO, Account Managers and other Senior Managers within the NAP Operations Dept. This role operates in an environment of the highest confidentiality and handles sensitive information daily.

As a department administrator, you will need to be fully self-reliant in a very wide range of tasks (administrative and secretarial, with high levels of complexity). This requires an understanding of the relationships and possible conflicts between different activities with an ability to determine the right order of all tasks. In this position, you must be able to evaluate and improve effectiveness and improve efficiency in the way of working within the Operations department. Additionally, you must be able to adapt fast to changing circumstances and to new content with minimal guidance and supervision. This means you must possess a good overview of the work to be done and determine the most efficient and effective working method.

Responsibilities & Tasks
Provide administrative assistance to all departments of MHS and its affiliates with primary responsibility for Project Management department to:
Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
Take minutes in meetings and follow up on agreed actions
Produce documentation as required for project start-up and close.
Compile, produce and transmit documentation as required for project reports.
Process outbound mail and package shipments as well as distribution of incoming mail & packages.
Organize work by reading and routing correspondence; collecting information; initiating telecommunications.
Maintain department schedule by maintaining calendars for managers and department personnel, arranging meetings, conferences, teleconferences, and travel.
Coordinate travel for multiple senior managers
Submit expense reports and timesheets on behalf of senior managers
Organize and coordinate team events and conferences
Set up and manage shared online team sites
Maintain inventory for departmental assets
Track vacation time and notify the team appropriately
Act as secondary POC to senior managers

Knowledge, Skills, Abilities
Able to work autonomously on multiple tasks simultaneously and prioritize accordingly
Excellent interpersonal, verbal, and written skills
Exceptional organizational skills and a track record of working effectively in a team environment
Experience making domestic and international travel arrangements
Proficient in MS Office including Word, PowerPoint, Excel, and Outlook.
Proactive and hands-on work ethic
Strong team-oriented mentality and acceptance of responsibility for completion of tasks and actions
Self-motivated with proven ability in problem-solving, especially in intense situations
Proven willingness and ability to think creatively
Promote effective interactions among many departments

Preferred Qualifications:
5-7 years of experience in office management or administrative assistant role supporting multiple departments
Associates degree in Business Administration or equivalent experience

This job description describes the general nature and level of work expected of a person assigned to this position. All job requirements listed indicate the minimum level of knowledge, skills and/or ability deemed necessary to perform the job proficiently. Employees may be required to perform other job-related duties as requested by their supervisor.

It is the policy of Material Handling Systems, Inc (MHS) and its affiliated companies to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, pregnancy or pregnancy-related condition, status with regard to public assistance, veteran status, citizenship status (if authorized to work in the U.S.), or any other characteristic protected by federal, state or local law. In addition, MHS will provide reasonable accommodations for qualified individuals with disabilities.

Keywords: Material Handling Systems, Inc., Louisville , Administrative Assistant, Administration, Clerical , Mount Washington, Kentucky