Administrative Assistant

The Administrative Assistant ensures the Managers are aware of appointments and meetings scheduled, and advises him/her of upcoming deadlines. 

Responsibilities will also include:

• Arranges appointments, meetings, and business trips for the management team. He/she maintains calendars, interfaces with travel agencies, and arranges for any lunches or advanced monies required. 
• Maintains an overall awareness of information and current projects/issues of the Manager.
• Receives, screens, and distributes all incoming communications and visitors.  Answers the telephone, opens the mail, and greets callers.
• Completes administrative functions for the project, including payroll and invoice entry in PeopleSoft.
• Prepares outgoing correspondence and reports for the manager and may be required to compose correspondence.
• Completes purchasing as required.
• Maintains a master filing system for the company and is responsible for updating and maintaining Company Operations Manual, and SUEZ Policy Manual.
• Take minutes at meetings, generate and maintain action logs
• Performs other clerical tasks, including completion of periodic paperwork, filing, and copying.
• Pure Safety Administrator/ Entry of monthly trainings.
• Offsite storage/backing up of SCADA system drive. 
• Setting of new vendors for order entry in PeopleSoft.
• Prepares/assist Project Engineer/Area Manager as required with special projects.
• Assist employees with simple H/R related issues as needed.
• P-Card cross checking of purchase receipts.
• Entry of Agawam & Springfield pumping stations daily log checks.
• Scheduling of meeting room/Conference rooms & coordinating refreshments.
• Maintains Regulatory Correspondence file.
• Assists other projects as necessary.
• Provides other duties as assigned.

WHO WE ARE LOOKING FOR

Core Responsibilities:

• High School Diploma or Equivalent
•  Associates’ degree or additional business school, and administrative support classes/training is desirable
• Excellent interpersonal skills, ability to interact with employees of all levels
• Excellent technical capacity with the ability to quickly learn new and/or proprietary systems to easily navigate computer and phone systems used daily including:
• PeopleSoft time entry and expense systems
• Concur or similar travel reservation system
• Microsoft Office applications
• Accurate, efficient typing skills
• Other skills needed
• Excellent organization, administrative, and filing skills
• Excellent written and oral communications skills
• Flexibility, ability to shift priorities, manage time well, meet deadlines, and perform under pressure
• A minimum of 5 years administrative support related experience required

Special Skills/Abilities Needed

•  Excellent communication skills, both written and verbal.
  
• Knowledgeable and proficient with the Microsoft Office Package; specifically word, excel, access and outlook.
  
• Ability to work independently, under pressure, and meet deadlines. Ability to make decisions using sound judgement and discretion.
  
• Ability to interface effectively with all levels of management.
  
• Ability to handle and prioritize multiple work assignments.
  
• Insight to handle situations that may be of a delicate and/or confidential nature

We are an Equal Opportunity/Affirmative Action Employer.  All qualified applicants are encouraged to apply without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, protected veteran status or status as an individual with a disability.