Assistant Administrative 3

Job Title: Assistant Administrative 3
Location (On-site Remote or Hybrid): San Antonio TX (onsite)
Contract Duration: 2 years

Must Have

• 5 10 years of administrative experience supporting senior executives (Director/VP level or higher); Strong organizational and time management skills; Advanced proficiency in Microsoft Office (Outlook PowerPoint Excel Teams); Ability to manage multiple priorities with minimal supervision; Strong communication skills; High level of professionalism discretion and confidentiality

Nice To Have

• Experience supporting IT or technical organizations

JOB DESCRIPTION
Performs routine clerical and administrative functions such as drafting correspondence scheduling appointments conducting research organizing maintaining paper and electronic files providing information to callers maintaining SAP time entry and maintaining/submitting expense reports.

Tasks and Responsibilities:

• Develops and maintains spreadsheets encompassing various matters.
• Assists staff with research and preparation of reports and presentations.
• Managing appointments coordinating/scheduling meetings and maintaining calendars.
• Modifies and upgrades data systems.
• Assists in the utilization of computerized applications to facilitate productivity.
• Responsible for assessing and maintaining all office supplies.
• Maintains division files.
• Prepare and distribute minutes of meetings.
• Opening and distributing division mail and preparing urgent packages for overnight.
• Tracking/monitoring incoming and outgoing correspondence as needed.
• Prepare coordinate and maintain budget data and submissions.
• Coordinates travel arrangements and assists with scheduling.
• Verifies and processes invoices for payment prepares travel authorizations and submits/maintains monthly expense reports.
• Submits work order requests for department moves telephones voice-mail requests PC log-on etc.
• Maintains SAP time entry reporting for executives direct reports.
• Orient train and assign work to lower level employees
• Performs other project and process improvement initiatives as assigned.

Minimum Qualifications:

• High School Diploma or GED.
• Extensive experience in administrative management for Operational Units.
• Advanced skills in Microsoft Office Package including word processing spreadsheets database presentation software electronic mail and scheduling.
• Ability to set priorities organize work and make occasional exceptions.
• Ability to develop and maintain working relationships with customers and support teams.
• Initiative to work independently or as a member of a team coordinating with others to achieve desired results
• Well-developed written and verbal communication skills for interaction with all levels of personnel.
• Ability to meet goals and objectives with minimal direct supervision.
• High level of accuracy of work and attention to detail.
• Effective interpersonal and customer service skills.
• Proven ability to manage multiple tasks with urgency by delivering on time accurate results
• Ability to effectively manage sensitive and confidential information

Preferred Qualifications:

• Associates degree in Office Administration Business or other related field from an accredited institution
• Experience with SAP
• Experience in Utility industry