Administrative AssistantSecretary II

Job Title: Administrative Assistant/Secretary II

Location: Painted Post NY 14870

Duration: 201 days

Shift Timings: Mon-Fri 8am - 5pm

Note: Interview Process: Phone screen then onsite interview. Local candidates only. Travel Requirements: No travel.

Summary of Job:

The Administrative Assistant II provides high-level administrative support to multiple departments and project teams ensuring smooth day-to-day operations. This role involves managing schedules coordinating travel maintaining records processing financial transactions and assisting with office management. The individual supports department activities budgeting processes and special projects while serving as a liaison between various stakeholders.

Must-have/Required skills:

• 3 years of related administrative experience preferably in a corporate environment
• Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook)
• Experience with PeopleSoft
• Strong verbal and written communication skills
• Strong organizational skills with attention to detail
• Ability to prioritize tasks effectively
• Ability to handle confidential information with discretion and integrity
• Strong decision-making and problem-solving skills
• Customer-focused and team-oriented mindset
• Ability to work independently with minimal supervision
• Experience with calendar management and meeting coordination
• Ability to prepare presentations spreadsheets graphs and reports
• Ability to manage office operations and administrative support functions

Nice-to-have skills:

• Associates degree in Business Administration preferred
• Experience with Concur
• Previous experience with systems and processes
• Experience with Power BI reports
• Experience with SharePoint and MS Teams administration
• Experience with department archive record management (DARM)
• Experience supporting onboarding and IT requests

Key responsibilities and duties:

• Serve as primary administrative support for designated staff and project teams.
• Oversee day-to-day office operations including supply management and resolution of administrative issues.
• Provide administrative support including calendar management meeting coordination onboarding assistance and employee morale initiatives.
• Organize directors calendar and daily leadership needs.
• Coordinate travel arrangements including shuttle Concur and American Express processes.
• Plan and manage logistics for department events meetings and customer visits in collaboration with the SP Events team.
• Support onboarding actions IT requests e-tad facilitation and space requirements.
• Manage monthly ETADs including reminders account management and timely updates.
• Maintain and order office supplies within departmental budget considerations.
• Input PeopleSoft Purchase Orders.
• Serve as department SPITS Coordinator.
• Work collaboratively with other administrative staff and provide backup support when needed.
• Prepare presentations spreadsheets graphs and Power BI reports.
• Update and maintain SharePoint and MS Teams sites.
• Provide Department Archive Record Management (DARM) support including audit assistance and recordkeeping.
• Assist managers with special projects and departmental needs as requested.