Division Administrator Executive

This position efficiently supports the PSG MWD Executive Leadership team and is a liaison to numerous departments, to provide a seamless day-to-day completion of tasks. Individual must be able to maintain confidentiality, work independently, demonstrate good judgement, self-discipline, and function effectively with minimal direction. Utmost professionalism is required for this position as well as excellent verbal, written and interpersonal communication skills

General Administrative

1. Maintain strict confidentiality of all matters regarding personnel, organization, financial and classified operation.
2. Acts as primary communication link between the Division President and all internal and external contacts.
3. Receive incoming phone calls and communications in a professional and discreet manner.  Ensure all internal and external customers are handled with professional and courteous service. Route phone calls as appropriate to other Company personnel.  Acknowledge customer/vendor complaints with expediency in resolving problems and follow up with necessary personnel to ensure response.
4. Process expense reports for division president and HR VP.
5. Maintain the division email distribution lists and send out communications on behalf of the Division President and HR VP.
6. Submit IT Help Desk requests to support the executives.
7. Follow up with any post-meeting tasks as required.
8. Organize employee functions such as holiday parties or employee engagement and recognition events.
9. Miscellaneous clerical support (e.g. typing, maintaining files and purging outdated information, agendas, calendars, mail, etc.).  Organize, categorize and maintain financial, personnel and management report files.
10. Order and distribute holiday cards and gifts for the division. 
11. Prepare monthly 25th anniversary and retirement letters for executives for all of the PSG MWD employees.
12. Arrange 25th anniversary celebrations or retirement celebrations.
13. Coordinate and organize travel and accommodations for the Division President and VP of HR.
14. Act as the liaison between division and areas through Area and District Coordinators to prepare weekly district visits. 
15. Arrange travel and accommodations of PSG executives within budgeted guidelines.
16. Assist with onboarding and the transition of new Executives.  Order cell phone, computer, necessary software, Visa card, office set-up, etc.       
17. Act as ERC (Emergency Response Coordinator) for the MWD office and maintain the evacuation checklist.

 

Calendar / Planning / Travel

1. Work with PSG MWD Executives to set annual calendar based around major events.  Set monthly staff meetings, division leadership travel, mid-year meeting, and OP Plan Meetings. Coordinate all meeting preparations and travel associated with these events. 
2. Ownership of event planning for Division President meetings with direct reports 
3. Manage the registration for the PSG MWD attendees for the National Sales meeting and the Division mid-year meeting. 
4. Mange travel and transportation arrangements for customer events with executives.
5. Travel to required off site meetings including the Annual Sales Meeting 

 

HR Administration

1. Maintain confidentiality with regards to personnel information, organizational changes, financial statements, policy announcements and/or executive decisions.  Assist with organizational announcements and notifications to the field regarding newly appointed VP’s and field leaders.
2. Arrange field leadership and SWMIP level interviews and prepare interview materials.  Assist as needed with travel and transportation arrangements for candidates from outside the area.
3. Enter time and attendance in Kronos for assigned population.
4. Work with Area Coordinator to coordinate the distribution of sporting event tickets for concerts and special events. 
5. Act as PSG MWD Annual Giving Campaign Manager
6. Complete special projects as assigned including support with employee meetings.

 

Assisting Others

1. Occasionally support the direct reports to the PSG MWD executives when setting meetings that involve one of the executives.  For example, arranging webinars, travel, catering or meeting spaces.
2. Assist oth