Administrative Assistant IV - Support

Job title : Administrative Assistant IV

Client : Heavy Machine Manufacturing Company

Duration : 02 year with possibilities of an extension

Location : Moline IL 61265

Shift : 7:00 AM 4:30PM MonFri

Description:

• Independently performs a full range of administrative support duties of a highlyconfidential and highlychallenging nature typically in support of level III division or platform officers and their direct reports in multiple countries.
• 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.
• Creates responses to correspondence on behalf of the manager; determines course of action on issues that arise when the manager is unavailable.
• May perform some or all of the following: guidance and limited work direction to others project work consistent with the skills and skill level found in the jobs other work and multilingual assistance.
• 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 on behalf 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

Required Skills:

• Strong Microsoft Office skills
• Strong communication & relationship building skills
• Planning organizing and scheduling skills
• Attention to detail
• Ability to keep information confidential
• Driven selfdirected and motivated

Preferred but not Required:

• Postsecondary Education
• 3 to 5 Years of Professional Experience

Responsibilities:

• 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 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.
• Participate and/or lead teams that focus on improving the workplace and employee experience. Plans and coordinates events meals and recognition
• Ability to work with and provide indirect work direction to supporting onsite contractors (facilities services food service etc.)