PURPOSE: Under supervision this position performs a variety of general administrative and secretarial task of moderate complexity and scope to relieve Vice President and Senior Managers of administrative details.
RESPONSIBILITIES: - Executes or initiates implementation of administrative practices and procedures determined by, or in conjunction with others.
- Prepares and checks agenda for meetings, attending staff and/or conference meetings as directed and prepares the minutes of the meetings as required.
- Performs administrative functions required by the Vice President or Senior Managers in the execution of his/her duties.
- Based upon knowledge of the business and executive function, provide knowledge and assistance to the other staff members in order to assist smooth operations.
- Performs filing of company information for the Operations department or forwards the records to the appropriate personnel for filing.
- Communicates information between the Vice President and staff members verbally and/ or in writing.
- Prepares and coordinates the flow of communication within the Operations department and with the different other departments, staff and/or external allied organizations and entities.
- Arranges conferences, seminars, meetings and agendas, prepare travel requests, make transportation and hotel arrangements for the administrative staff and for member company executives when requested.
- Ongoing contact and communication with German counterparts and executive offices.
- Coordinates the completion and maintenance of sensitive data, such as the Vice President's Goal agreement.
- Act as a liaison between the Vice President and public entities such as Universities, etc.
- Coordinates worldwide travel schedule for the Vice President and Senior Managers, as well as, coordinating the Vice President's calendar in order to facilitate important dates, eliminate potential conflicts and allow time for normal duties.
- Coordinate Vice President's activities with regards to special ceremonies, events and international visitors
- Act as ongoing contact person to German plants/headquarters, especially in the absence of the Vice President
- Prepares presentations as needed for the Vice President.
- Perform safe work practices and participate in training and safety programs in a positive and proactive way by following safety rules, procedures, regulations, standards and laws. Report all unsafe acts, unsafe conditions, and injuries to supervisor or Human Relations.
- Work safely 100% of the time.
QUALIFICATIONS:- This position requires an Associate's Degree in Business Administration (Or related area or the equivalent combination of education and experience)
REQUIRED SKILLS:- Administrative assistants must maintain a professional demeanor in all situations and be able to withhold confidential information.
- Must be flexible, have excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
- Excellent Power Point and Excel skills required.
PREFERRED SKILLS: - A minimum of five (5) years of relevant professional experience in a Administrative Assistant Role
- Good Language Skills In German
PHYSICAL REQUIREMENTS:- Work is normally performed in an office, laboratory, manufacturing floor, or machine shop setting where physical work includes, but is not limited to, sitting, standing, reaching, kneeling, bending, and lifting up to 25 lbs.
- Must be able to understand and comply with all relevant safety practices.
FLSA STATUS/WORKING SCHEDULE:- Location: Vance, Alabama
- Schedule: Day Shift, 40 h/week
- Assignment End: 1 Year Contract
DISCLAIMER:This job description is a high-level overview of general expectations of this position. It is not intended to list every responsibility of the position, nor does it represent an employment contract of anySWJ TECHNOLOGY and all of its subsidiaries (i.e., NGE EQUIPMENT and ProjectOne US) are Equal Opportunity Employers and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender, disability status, protected veteran status, or any other characteristic protected by law.