CW Administrative Assistant

Administrative Assistant

Must Haves Requirements:

• AA or equivalent experience
• Proven experience successfully providing support as a Group Administrative Assistant
  • Demonstrated flexibility and problem-solving orientation
  • Effective communication skills; written and verbal
  • Strong customer service capabilities timely, responsive, and accurate
  • Ability to multi-task and prioritize
  • Attention to detail
• Proven experience with full Microsoft Office suite (Outlook, Excel, Word, PowerPoint)
• Database management and tracking experience for budget and account administration
• Strong project administration

Preferred Requirements:

• Bachelor's degree preferred
• Vendor relationship management

Responsibilities:

• Strategic Partnership calendar support for 1 General Manger, and 1 Group Manager
  • All scheduling must be complete within 48 hours of the request being made
  • Must monitor and anticipate adjustments/conflicts/double bookings, etc. and adjust accordingly
• Grants & Invoice Administration
  • Primary responsibility for submitting adhoc grants and invoices for SP
  • Requests completed within one business week, unless otherwise indicated by requestor
  • Must send an update to the requestor once completed
  • If unable to complete in the above timeframe due to more information needed, or unsure of process, should update requestor immediately
• Budget Administration
  • Tracking & Forecasting by team
  • Budget process SME for team
  • Report on budget to GM monthly
• Utilize P-card to support Programs/Projects authorized by Analysts and Managers
  • Reconcile p-card monthly with correct project codes
• T4G inbox management
  • Inbox should be worked 3x per week
  • Answers emails accurately and resolve within 72 hours of receipt
  • If unable to answer question, must proactively leverage TME team to gain correct answer
• Dealer Match monthly report
  • Report should be sent via email every two weeks with. Steps below:
  • Log into CG and pulls the 2 reports. (1-Toyota2-Lexus)
  • Place reports in email template and send emails to the Toyota and Lexus teams.
• T4G T-shirt management- work with C&S Sales to place, approve, and pay invoice
  • Orders should be placed within one business week of request
  • Approval to vendor should occur via email 48 hours after request is made
  • Invoices should be submitted within one business week of receipt
• Management of T4G inventory (Storage room)- as needed
• Event support including logistics as needed for all SP events (on campus)