Administrative Assistant III

Job Title: Administrative Assistant III 39289 John Deere

Description:

• Performs a full range of administrative support duties of a confidential and challenging nature typically in support of a unit or the head of a major function.
• Facilitates work flow through a managers office using organizational knowledge to determine how to handle incoming requests and assignments including work going to and from other managers.
• May perform a variety of duties commensurate with this level e.g. develop and maintain intranet web sites assist with administration and negotiation of car programs submit financial reports assist with system and procedures definition administer payroll; and may receive project work consistent with the skills and skill level found in the jobs other work.

Duties:

• Schedules meetings coordinates travel arrangements and maintains appointment calendars on behalf of department managers or supervisors;
• May coordinate meeting amenities (i.e. refreshments etc.). Researches resolves and responds to inquiries/concerns from internal and/or external customers.
• Escalates complex issues for resolution as appropriate.
• Gathers creates maintains and/or summarizes potentially sensitive or confidential data from various sources in order to complete reports and special projects and/or provide timely information to various customers.
• Distributes information as appropriate to department members or internal/external customers. May perform analysis of data and resolve discrepancies following prescribed procedures.
• Updates and maintains databases systems applications or files to ensure accurate and current information is available for use by others.
• May develop and maintain more complex web sites with the assistance of basic webpublishing software applications.
• Receives and refers visitors and telephone callers within the department which may require referring calls to different divisions countries or companies in multiple languages.
• May organize/maintain records of Supervisors or others projects and correspondence following up on pending items; may facilitate/organize workflow through the supervisors office ensuring followup items are addressed.
• May create and maintain sensitive department records; uses data to prepare letters and memoranda at the direction of the supervisor or for supervisors signature and prepares documents for distribution.
• Conveys supervisors instructions and requirements to others and exchanges information with senior managers on the supervisors behalf.

• We are seeking an experienced Senior Administrative Assistant (Executive Assistant) to fill a temporary role. This person would work sidebyside with our current Sr Admin for 3 months prior to her departure for maternity leave (anticipated in August.) This person would be the sole Admin for 8 weeks & then would assist the Sr Admin as she transitions back to work in October.

Competencies (most to least important for role per Chelsea current admin)

• Communicates effectively
• Manages complexity
• Ensures Accountability
• Drive results
• Tech savvy
• Customer focus

Skills Abilities Knowledge

• Verbal Communication (100% of the time)
• Computer Skills (10% of the time)
• Need a good handle on basic computer programs outlook Microsoft internal systems etc. SAP power of BI not necessary but doesnt hurt
• Planning and Organizing (30% of the time)
• Largest portion of the role
• Policy and Procedures (5% of the time)
• Assessment (5% of the time)
• Build customer loyalty (0% of the time)
• Call Handling (10% of the time)
• Numerical Skills (0% of the time)
• Office systems (20% of the time)
• Strengthen Customer Connections (0% of the time)

Top 5 Responsibilities

• Managing calendars/ schedules to ensure factory leadership can run the factory at top efficiency.
• Planning and organizing meetings workshops factory events proactive scheduling connecting correct parties etc.
• Communication via calendar holds note taking assisting in needs factory comms when Kaitlyn is absent
• Knowledge people approach the admin for countless reasons and you need to be up to date on what is happening within the enterprise to be able to assist
• Computer Skills and office systems

Skills in a Successful Candidate

• Understanding of Deere processes/applications
• Organized and forward thinker to anticipate needs before they become a problem and pivot plans as needed
• Proficiency in outlook/Microsoft
• Personable need to work with all departments and teams across the factory and beyond
• Effective communicator both written and verbal
• Quick learner/background in mfg. if possible but not necessary

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