Administrative Assistant - External Affairs

Shape Your World

At Alcoa, you will become an essential part of our purpose: to turn raw potential into real progress. The way we see it, every Alcoan is a work-shaper, team-shaper, idea-shaper, world-shaper.

This is your opportunity to help share the future of sustainability with world-changing innovations and low-carbon technologies. Become a valued part of the team that’s shaping the future of aluminum, revolutionizing the way the world lives, builds, moves and flies. Be part of it and shape your world.

About the role:

The Administrative Assistant will provide high-level administrative support to the Chief External Affairs Officer and other External Affairs organization leaders. This position performs executive support tasks, which may be highly confidential and sensitive in nature, utilizing considerable independent judgment. This position performs high-level administrative work, including organizing, scheduling, coordinating, researching, compiling, and analyzing information for executive(s) and the department.

Main Activities/Responsibilities:

• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
• Schedules, coordinates, and maintains appointments and meetings for the Executive and their direct reports.
• Schedule and prepare all travel plans for the executive/other leaders as needed. Prepare and submit for review the executive’s travel and entertainment expense reports and ensure all reports are processed and filed in a timely manner.
• Manage unexpected travel schedule changes and provide resourceful and creative solutions as needed.
• Produces reports, presentations, and other materials to support the EA team’s strategic initiatives.
• Prepares executive summaries, meeting minutes, and briefing documents for senior leadership.
• Supports data collection and analysis, ensuring the timely delivery of insights and reports.
• Printing, scanning, emailing, storing and retrieving documents, processing payments to vendors, etc.
• Process and manage confidential material and information with a high level of discretion.
• Provide support to External Affairs Sr. Leadership to increase productivity and efficiency of the teams.
• Display expertise using the MS-Office suite to prepare documentation, decks, data and other materials as assigned.
• Organize the details of special events, travel arrangements, corporate agendas and itineraries.
• Manage inbound communication, including the management of office visitors.
• Organize and maintain all executive data and files and ensures office supplies are fully stocked and maintained.

Budget & Finance Support:

• Acts as a liaison between the External Affairs (EA) team and Finance, ensuring alignment on budget planning, tracking, and reporting.
• Assists in the preparation, submission, and monitoring of budget reports.
• Supports expense tracking, reconciling expenditures, and preparing budget forecasts in coordination with Finance.

Procurement Activities:

• Manages procurement orders and requisitions, ensuring timely processing and compliance with company policies.
• Coordinates financial approvals and ensures timely processing of invoices, reimbursements, and financial documentation.
• Tracks purchase orders, monitors vendor performance, and resolves procurement-related issues as needed.

What you can bring to this role:

• 2-year degree in business or secretarial science, and/or a minimum of 5 years’ experience supporting a senior executive or serving as an office manager.
• Excellent verbal and written communication skills
• Ability to perform multiple tasks under pressure with minimal supervision.
• Represent the team with professionalism and confidence in both verbal and written communications, both inside and outside the Company at all times.
• Previous experience utilizing Microsoft Outlook, Excel, PowerPoint and SharePoint.
• Ability to set priorities, work with autonomy, and take initiative.

What we offer:

• Competitive compensation packages, including pay-for performance variable pay, recognition and rewards programs, and stock-based compensation awards (3-year vesting schedule)
• Flexible spending accounts and generous employer contribution to the HSA
• 401(k), employer match up to 6%, additional employer retirement income contribution (no vesting period), and a nonqualified deferred compensation plan
• Holiday Pay: 11 holidays and one flexible holiday of your choice.
• 4 hours of Paid annual volunteer hours.

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