Full Job Description
Ideal Candidate will have:
Advanced Administrative and Microsoft Suite Skills
Previous experience supporting executive team in a corporate environment
Project Management skills
Provide a wide range of difficult to complex administrative skills
Duties will include, but not be limited to, the following:
Negotiate the purchase of office supplies and furniture, office equipment, etc., for the staff in accordance with company purchasing policies and budgetary restrictions.
Arrange meetings with internal and/or external customers including conference room necessary equipment/material, catering, and invitation to others as required
Properly handles sensitive and confidential material
Tracking monthly budgets, processing invoices, and providing appropriate follow-up on payments
PCARD management and skills for expense reports
Perform monthly P-Card reconciliation for department
Provide support for A/P and P-Card transactions to address special needs and/or emergency situations
May gather and prepare data in preparation of upcoming project reviews; identifies future needs to complete projects.
Acts as a conduit of communication internally to and from Senior Leadership.
Serves as a point of contact for internal and external stakeholders. Contacts are frequent within and outside the organization and involve obtaining or providing information on matters of critical importance to the organization and usually are of a sensitive/confidential nature.
Answers complex functional questions that typically require a combination of sound judgment and often additional research and follow-up.
Manages work in a confidential manner, ensuring information is shared with internal and external individuals in an appropriate manner; provides guidance to peers as necessary regarding proprietary information. Confidential information typically consists of non-public company sensitive information (e.g. acquisitions, business strategies, and financial data).
Translates thoughts into documents (letters/memos/presentations, etc.) using existing material; ensures document is logical and complete as well as accurate in grammar and spelling; makes suggestions for improvements in existing communications
Up to 1/3 of time may be dedicated to Senior level executive
Management Assistance – Travel arrangements, expense reports (create, review, pre-approve), generation of Monthly Reports, scribe for management meetings, manage multiple calendars, plan meetings, manage phone calls, mail, miscellaneous errands, coordination of remodeling projects, etc.
Office Management – Oversee the following external services; printer/copiers, janitorial, food/vending, safety shoes, and uniforms. General office duties; order office supplies, greet lobby visitors and provide assistance to them as necessary, manage badge access, security systems codes, micro market cards, maintain kitchen, break rooms and conference rooms, petty cash, company vehicles and web-ex account. Event Planning; lunch meetings, visitor tours, etc
Financial Assistance – Review, approve and issue Customer credits and debits. Research Customer disputes and issue credit if warranted. Maintain multiple advanced Excel files, including pivot tables and charts, for monthly reporting of financial data. Manages project related general ledger and reconciles monthly. Weekly disposition of Tungsten cases related to plant 651
Supply Chain Assistance – Reverse work orders and receive inventory and non-inventory items as necessary in JDE.
EHS Assistance – Maintain SDS Online Chemical Database
HR – Backup to HR/Payroll when necessary.
High School Diploma
A minimum of seven (7) years administrative assistant or similar experience required.
Multi-line phone experience
Strong Microsoft Office skills – including Word, Excel (formulate pivot tables and charts), PowerPoint, and Outlook (computer testing will be required to assess proficiency with these software packages)
Must have strong social and interpersonal skills to interact with internal and external customers
Ability to prioritize many different tasks at once
Ability to adapt to changes and requests from multiple requestors
Must be detail oriented and able to pivot as needed in a fast-paced environment
Experience with JDE, Concur, Microsoft Outlook
Project administration work highly desirable
Associate degree or higher degree in Office Technology, Administration, or Business-related discipline
7+ years administrative assistance experience
Microsoft Office Specialist Certification or comparable computer certification
Certified Professional Secretary (CPS), Certified Administrative Professional (CAP), or similar administrative professional designation
Previous administrative assistant experience in an Industrial Environmental
Only those applicants meeting the “Required Qualifications” listed above will be considered for this position. Mueller encourages those applicants with a strong match to the items listed above to apply.
Local candidates will be given priority and primary work hours will be Monday through Friday, 8:00 a.m. - 5:00 p.m. This position does have a 60-minute unpaid lunch. Overtime may be required on an intermittent basis. (This position is non-exempt and eligible for overtime pay.)
We are an equal opportunity employer. Employment selection and related decisions are made without regard to sexual orientation, race, color, age, disability, religion, national origin, citizenship status and creed.