Administrative Assistant

Administrative Assistant

• This role is responsible for providing extensive administrative support to both supervisory and non-supervisory employees for data entry, filing, and office supply management. The role manages complex calendars for senior management, arranges domestic and international travel, and coordinates work within and possibly outside the company. The role includes producing detailed reports and presentations, maintaining confidentiality, proactively offering solutions, and ensuring compliance with global process standards while participating in continuous improvement initiatives within the department.

Responsibilities

• Holds responsibility for performing general administrative support tasks involved in an organization, while assisting supervisory and non-supervisory employees.
• Provides basic administrative support to a team or department, including tasks like data entry, filing, and managing office supplies.
• Manages and oversees complex calendars for senior management, ensuring efficient time management and prioritizing important meetings.
• Assists with both domestic and international travel arrangements for senior leadership, ensuring smooth logistics.
• Coordinates work within the work unit and with other work units/departments, both internal and possibly external to the company.
• Produces detailed reports, documents, and presentations as required, often involving data analysis or research.
• Ensures that confidentiality is maintained at all times, upholding the company's data protection and privacy policies.
• Takes initiative in anticipating needs and proactively offering solutions, demonstrating a proactive approach to administrative support.
• Ensures compliance with global process standards and actively participates in continuous improvement initiatives within the department.
• Provides guidance, mentoring, and training to individual contributors in lower-level roles, and contributes to their growth in the organization.

Education & Experience Recommended

• High School Diploma/General Education Diploma (GED)/Higher Secondary education or commensurate work experience or demonstrated competence.
• Typically has 6-8 years of related work experience, preferably in senior/advanced general administrative support, office services, or a related field.

Preferred Certifications
NA

Knowledge & Skills

• Accounting
• Administrative Support
• Billing
• Booking (Sales)
• Calendar Management
• Customer Data Management
• Data Entry
• Expense Reports
• Finance
• Front Office
• Invoicing
• Marketing
• Microsoft SharePoint
• Office Equipment
• Office Management
• Office Supply Management
• Presentation Software
• Purchasing
• SAP Applications
• Travel Arrangements

Cross-Org Skills

• Effective Communication
• Results Orientation
• Learning Agility
• Digital Fluency
• Customer Centricity

Impact & Scope

• Impacts department and leads and/or provides expertise to functional project teams and may participate in cross-functional initiatives.

Complexity

• Works on assignments that are complex in nature and require initiative and technical/specialized knowledge to resolve problems and/or develop recommended solutions.

Disclaimer

• This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management.

Full time

No shift premium (Spain)

No

Administration