Assistant II, Administration - Skilled

Job Description:
Under general direction, provides general administrative support to a department or group of professionals. Exercises considerable discretion and independent judgment and is capable of analyzing complex information requests and determining complex trends.
This position requires knowledge that is acquired through experience, specialized education, or training. The role has clearly defined procedures and tasks as well as defined guidelines to aid in decision making. The job should possess a good knowledge and comprehensive understanding of the range of processes, procedures and systems to be used in carrying out assigned tasks and a basic understanding of the underlying concepts & principles upon which the job is based. The knowledge can be acquired through a combination of job-related training and considerable on-the-job experience. The job works within well-defined procedures that may involve a variety of work routines. This job typically requires a minimum of 3 or more years experience.
Under general supervision provides administrative and clerical duties for the Tempe, AZ site. This position serves as the primary point of contact for visitors and is a multi-faceted one that interacts with various departments at the site.
Answers telephone and provides information in accordance with company policy; screens calls and takes messages.
Receives visitors and directs them to appropriate location.
Updates procedural processes for the reception area.
Screens mail; may respond to routine inquiries using standardized formats. Manage intercompany mail between multiple building sites.
Works with the facilities lead in maintaining and improving office dcor, branding and furnishing.
Establishes and maintains site specific administration files and records. Maintains facility and departmental distribution lists.
Assists Site Lead and HR in establishing office policies and procedures and assists in the coordination of department activities.
Coordinate with various vendors who provide site services. Recommend new vendors as services develop. Coordinates payment for facility vendors including expense reporting for the Site Lead to cover such payments.
Solves problems for site employees and handles end-to-end completion of site-support tasks and projects.
Supports coordination of local recognition awards e.g. spot awards and service awards and other local recognition and rewards events and activities.
Orders and maintains office and kitchen supplies. Support special requests from managers.
Responsible for the coordination, catering, and execution of all onsite / offsite people-related activities including product launch parties, celebrations, holiday parties and townhalls. Is primary resource for the set up and take down of these activities.
Serves as ambassador to the business, including hosting high profile visitors.
Schedules use of conference rooms, primarily for guests to the site. Supports staff with the operation of conference room systems.
Assists with the creation of PowerPoint presentations, Excel files, Word documents, and shared files via Microsoft Teams.
Maintain and coordinate calendars/schedules for BU leadership at the site.
Coordinates travel planning and booking for BU leadership team.
Manages the expense report administration of BU leadership.
Responsible for weekly, monthly and quarterly Zoom calls, highlights, and communication.
May work on special projects as assigned.
Position is for temporary leave coverage so there is some flexibility with start date needed and duration. Tentative start date is late August - first week in September. Duration 3-4 months.

Must Haves:
Organization and adaptability skills
Professionalism - Client/customer facing and supporting VP
Microsoft and Concur experience
3-5 years executive assistant experience

Education:
Preference for Associates or Bachelors degree

About 1-2 weeks of training, will depend on candidates experience level

Typical Day to Day:
In person and email/Teams communications
Utilizing Concur for expense reporting
Light office duties - greeting people in person, answering employee questions, etc.
Scheduling travel and meetings for VP
Prep work for monthly monthly expense reports
Variety in the role

IV Process:
2-3 rounds
1 Teams round with personnel
1 in person round with 2-3 personnel
Potential for round meeting with VP

Around 30 hours weekly, likely M-Th but flexibility that can be further discussed on interviews

Comments for Suppliers:
Executive Assistance experience highly preferred.