Corporate Administrative Assistant in Mechanicsville, VA at Owens & Minor, Inc.

Date Posted: 8/2/2018

Job Snapshot

Job Description

POSITION SUMMARY

 

Completes intricate administrative office functions and provides high-level administrative support for a functional leader or senior management team.  Coordinates budget preparation and records control processes, handles confidential information and communications.  Prioritizes the senior staff's agenda items and prepares highly sensitive materials. Performs a wide-range of administrative and support-related tasks such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings as needed.  Regularly uses discretion and judgement and knowledge of Owens & Minor to facilitate the activities of the senior management team.



ESSENTIAL JOB FUNCTIONS: 

1.       Oversees and maintains administrative functions (such as maintaining office equipment, maintaining executive's office and stationery supplies) for a department, multiple functions or a business unit. 

2.       Coordinates staff meetings and various other appointments.  Manages and maintains calendars, requiring interaction with both internal and external executives and assistants, remote leaders, as well as consultants, to coordinate a variety of complex meetings.

3.       Intakes and researches project requests and makes preliminary recommendations on projects prioritization and resource allocation.

4.       Maintains key initiatives scorecard and proposes action items to support efforts in project scheduling.

5.       Coordinates meetings and other special events.  Coordinates high-volume travel/hotel arrangements for the team as well as for visiting customers.

6.       Collects or prepares and reviews expense reports and invoices for accuracy and forwards to the appropriate Finance team.

7.       Recommends agenda topics for weekly deep-dive meetings.

8.       Independently creates, edits, and/or prepares presentation materials for internal and external audiences from all corporate levels.

9.       Composes routine to complex correspondence.  Evaluates correspondence intended for review/signature of the executive(s) for correct punctuation and grammar.

10.   Receives, sorts, opens, screens, and uses professional judgment in accurately distributing incoming mail, faxes, mailings and other correspondence.  Maintains and secures the confidentiality of personnel records and other correspondence.  Maintains special mailing lists as needed.

11.   Receives and notifies executive of incoming telephone call, if applicable.  Responds to caller inquiries and provides information or redirects caller when appropriate.

12.   Manages daily communications with Executive's direct reports; Exercises judgment in keeping applicable parties informed of itineraries.

SUPPLEMENTAL JOB FUNCTIONS:  

1.       Performs additional duties as directed.



Qualifications

EDUCATION & EXPERIENCE REQUIRED:  

  • Associate degree, required
  • Bachelor's degree, preferred
  • Minimum, five (5) years of work experience in an administrative role, required or a combination of education and experience to meet the above requirements.

KNOWLEDGE SKILLS & ABILITIES:

  • Advanced knowledge of arithmetic, English, and grammar
  • Ability to demonstrate accuracy in checking, posting, and accounting
  • Excellent verbal, written, and interpersonal communication skills; strong ability to treat information with sensitivity and confidentiality
  • Professional demeanor
  • Advanced skills with operating office equipment (such as personal computers, facsimile machine, copiers, etc.) and software (such as MS Outlook, VISIO organization chart, Excel, Power Point, Word, Calendaring or other Windows platform software)
  • Ability to meet stringent deadlines and perform under pressure
  • Strong planning and organizational skills with a proven ability to proactively prioritize and manage multiple tasks simultaneously
  • Ability to work on a team and independently in a fast-paced, dynamic environment.


Not Ready To Apply?

Joining our Talent Network will enhance your job search and application process. Whether you choose to apply or just leave your information, we look forward to staying connected with you.

JOIN OUR TALENT NETWORK