IT/IS Administrative Assistant

Detailed Description                

• IT/IS Administrative Assistant reporting to the Global OnSite IT Personnel Manager. Will assist with global OnSite IT communications, reports, meeting agendas/minutes, and general administrative duties. Will assist the Americas OnSite IT Personnel Manager and ERP Manager as required. Also will assist with local IT/IS department management tasks.

Responsibilities:

• Perform administrative duties for IT/IS departments including correspondence and basic documentation; preparation of professional visual aids/presentations; collection, composition, analysis, & reporting of moderately complex data; along with other work as requested to effectively support the IT/IS departments.
• Record & create electronic copies of all IT/IS invoices; assign appropriate accounting codes for management approval; route completed documents to accounting for processing; support global budgetary consolidation and reporting. Reporting to include Excel pivot table creation.
• Coordinate the acquisition of cellular phones; perform setup and end-user training; maintain records on their disposition and use; handle the monthly billing review and departmental cost assignment distribution.
• Coordinate with Global sites to assist with the creation of periodic reports for management. Maintain files for reports, proposals, contracts, and other correspondence.
• Facilitate logistics planning and coordination for global meetings. Works with global users and management teams.
• Answers telephone lines and relays messages or information appropriately.
• Maintain IT/IS calendars and coordinate staff itinerates and vacation schedules.
• Acquire, receive, and maintain general IT equipment and office supplies.

Job Requirements                   

• Incumbent must have excellent written & oral communications skills & be able to work with all levels of a Global Organization & external contacts.
• Self-motivated; excellent organizational skills; high attention to detail; & the ability to multi-task and complete tasks with minimal supervision is a must.
• Must be highly proficient in the use of Microsoft Office (PowerPoint, Word, Excel) and MS SharePoint. Microsoft Access, Project, Visio and basic graphic design is also a plus. Experience with Microsoft Sharepoint administration preferred
• Must be highly personable and customer service oriented.
• Work well in a team environment
• Exercises independent judgment and employs basic reasoning skills
• An associate’s degree or equivalent experience in a technical office environment.