Administrative Assistant

Requisition Number: 67797

Corning is vital to progress – in the industries we help shape and in the world we share.

We invent life-changing technologies using materials science. Our scientific and manufacturing expertise, boundless curiosity, and commitment to purposeful invention place us at the center of the way the world interacts, works, learns, and lives.

Our sustained investment in research, development, and invention means we’re always ready to solve the toughest challenges alongside our customers. 

Scope of Position

Provide administrative support for Advanced Optics Business Technology director, other senior personnel in the organization, and the overall AO development organization. Helps to maintain a positive and supportive environment for Advanced Optics Development.

Responsibilities

• Maintain extensive calendaring, phone and travel details for Directors and department members as needed
• Ensure Corporate and department due dates, and critical events are added to Directors’ calendars.
• Assist Directors with meeting all timelines and deadlines
• Ensure office coverage during normal business hours
• Maintain IP and documentation data tracking report.
• Assist Safety Coordinators with Safety/Culture/Mindfulness banks, including AO development  Near miss reports tracking and inputs for CPPD report.
• Help create Staff Meeting Agendas, PowerPoint decks and facilitation of meetings
• Help create Directorate Communication Meeting Agendas, PowerPoint decks and facilitation of meetings
• Assist Director in creating monthly period report draft by establishing a process with managers to collect key period report inputs
• Manage process for key S&T and business meetings and submission with managers and Director
• Coordinate extensive travel itineraries (including international travel) for Directors and department members.
• Assist with acquiring appropriate travel documentation including visas, passports, and invite letters.
• Update and maintain organization chart and distribution lists.
• Provide and assist managers/directors with new employees on-boarding requirements and end of assignment requirements.
• Assist and support Directors and department with all clerical and general office duties as appropriate (i.e. ordering office supplies, recognition gifts, etc.)
• Process expense reports using Concur
• Review Etads to ensure completion.
• Manage all meeting logistics (may include meeting rooms, meals, transportation etc.)
• Event Planning: Offsite meetings/events, recognition, team-building
• Manage department space and space budget reports.
• Initiate and manage purchase orders (PeopleSoft, Tradeshift etc)
• Maintain, update and create SharePoint or BOX related requests. Review access rights as appropriate
• Work effectively with other team admins in to provide optimum support. Provide backup support as needed.
• Resource for department use of Fieldglass and interface to Pro Unlimited.
• Resource for IT updates and new programs/software etc.

Requirements

• Associates degree in business or equivalent work experience.
• Strong computer skills.
• Solid computer/technology skills including Microsoft Office, SharePoint, Webex, Box, PeopleSoft, Tradeshift, Concur, Etad system.
• Ability to prioritize and handle multiple tasks simultaneously
• Stays current on trends and is willing to adapt to new technology and processes
• Motivated, self-starter, and detail oriented.
• Proactive, take the lead, anticipate needs, and influence the outcome.
• Maintain professional composure and maintain quality of work during variations of work schedule, priorities, and under tight deadlines.
• Detail-oriented and conscientious.
• Uses discretion to direct work-flow in accordance with general supervisory guidance
• Listen, make decisions, act with minimal supervision.
• Handle confidential information and able to use sound judgment.
• Problem solving skills and use of judgement to determine/communicate when assistance/s