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  • As an Equal Employment Opportunity Employer, DAVIS has reporting requirements which require us to invite employees to voluntarily self-identify their race/ethnicity. Submission of this information is voluntary and refusal to provided it will not subject you to any adverse treatment. The information obtained will be kept confidential.
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Administrative Assistant

  • Specialty:

    Administrative
  • Title:

    Administrative Assistant
    • City:

      Lowell
    • State:

      MA
    • Zip Code:

      01851-
  • Start date:

    12-24-2020
  • Status:

    Closed
  • Assignment Type:

    Contract
  • Job Id:

    55894

Description

Administrative Coordinator
Lowell, MA / Remote due to COVID
Long Term Contract


The Administrative Coordinator will interface daily with our senior leadership team across several of engineering teams, fully supporting daily operations of multiple executive team members. The AC will perform a variety of administrative functions across the engineering organization most notably to include comprehensive executive support to two or more VP’s while also serving as a strategic thought partner to the Administrative Operations Manager helping to enhance and drive upon key programmatic initiatives. The AC is expected to apply creativity, critical thinking, and initiative in recommending solutions to administrative challenges in a fast-paced environment that is customer-driven, results-driven and team-oriented. A successful candidate enjoys administrative problem-solving, has a demonstrated capacity to exercise sound judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to be flexible maintaining a balance among multiple shifting priorities in a fast-paced, high-energy environment. In addition, the AC will contribute to vibrant employee valued culture assisting with the planning and execution of employee engagement events.

 

Responsibilities:

  • Interfaces and communicates with internal and external customers, establishing and maintaining positive working relationships with a variety of personalities, cross-functional business partners, amidst complex situations to ensure needs are met.
  • Strives to understand the structure of the organization and develops a strong network across departments; draws on network to answer questions, solve problems, and successfully execute responsibilities.
  • Empowered to provide support to the team while reinforcing operational efficiencies by directing teams to the appropriate resources.
  • Prepares documentation for payment of vendors, consultants, and suppliers; submits documentation and enters request for payments into accounting system; routes appropriate approval channels; responds to inquiries from accounts payable and payees.
  • Understands preferences of supported staff, proactively troubleshooting and resolving calendar and travel conflicts that could impact the executive’s schedule and time.
  • Provides comprehensive administrative support to a VP to include: effectively managing the time, schedules, work flow and activities of the respective VP’s office to ensure successful and efficient operation; schedules and maintains calendar of appointments, meetings, and conference calls; prepares all necessary materials for meetings, staying several steps ahead to maintain efficiency.; provides travel support, both domestic and international, and oversees related logistics.
  • Schedules meetings, calls, and other interactions based on the priorities of the leader and/or function.
  • Assist the Administrative Operations Manager with ongoing projects as assigned, balancing short and long-term deadlines; actively participates in process improvement processes and resulting processes. Updates and follows up on delegated tasks to ensure progress and timely completion of deadlines.
  • Serves as a connector, problem solver, and collaborative partner.
  • Completes appropriate departmental purchases via Purchasing Card reallocates charges to appropriate cost center & account line and submits receipts to ensure compliance with company policies.
  • Works with a team on special, non-recurring and ongoing projects and events. Coordinate audio visual; identify, negotiate and coordinate space; set up & breakdown; food & beverage/ catering; content coordination, etc.
  • Willingness to participate on cross-functional teams and contributes to the completion of organizational projects and goals.

 

Qualifications:

  • Strong customer-focus and service skills
  • Instinctually hospitable by nature
  • An agile creative out-of-the box thinker and who will “sweat the details” to balance multiple global initiatives in various stages of planning.
  • Adaptable with exceptional multi-tasking, organizational, and time management skills to identify and balance priorities and utilize discretion when shifting to meet pressing needs
  • Ability to listen and accurately follow directions and possess an energetic “get it done” attitude.
  • Timely, consistent, reliable, and enjoys working both independently and as part of a team.
  • Ability to be assertive and provide push-back when necessary
  • Ability to problem solve with a high sense of urgency and a sense of humor
  • Attention to details with strong planning and project management capabilities.

 

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