Office Manager / Administrative Assistant Job

About Bostik, an Arkema company 
Bostik is a leading global adhesive specialist in construction, consumer and industrial markets. For more than a century, it has been developing innovative adhesive solutions that are smarter and more adaptive to the forces that shape daily lives. From cradle to grave, from home to office, Bostik’s smart adhesives can be found everywhere. With annual sales of €2 billion, the company employees 6,000 people and has a presence in more than 50 countries. www.bostik.com

Job dimensions

Provide complex administrative support and project coordination to the Global AP&C R&D Director, Bostik, Inc.  This position will support the AP&C R&D Director as a first priority.  This position will also support the Dublin R&D and TS Managers as well as general Lab Administration tasks.  This is an excellent opportunity to support a high performance team by proactively planning and providing a high-level of administrative support with the utmost professionalism.  To achieve this, you'll use advanced administrative skills, and handle personal contacts with finesse and diplomacy.  The Administration Assistant will also facilitate and coordinate projects and deadlines directly or in collaboration with others, working independently to carry out large scale special assignments with minimal supervision.

Activities

The Office Manager / Administrative Assistant will provide a wide range of support and project coordination for the Global AP&C R&D Director as a first priority, the Dublin R&D and TS Managers, and the general lab administration.  Duties listed below.

• Coordinate/schedule high-level business meetings.  Manage all logistical details in collaboration with internal colleagues and external vendors.
• Organize and execute small and large group special events and programs within budget.
• Manage appointment calendars as required and screen routine and highly confidential responses to incoming mail, e-mail, telephone calls and messages.  Appropriately communicate and handle all correspondence.
• For the team, process travel forms and required international documents (visas, financial/business letters, etc.).
• Manage department meetings, creating draft agendas, presentation consolidation, attending meetings to take action items and minutes, and provide follow-up communications and tracking of deliverables and action items.
• Track business documents and obtain signatures in a timely and efficient manner.
• Develop and maintain email distribution lists, meeting databases, and centralized filing systems.
• Develop and support creation of presentations and other company publications, complete and maintain routine business reports and formats, and process expense reports.  Collaborate with internal parties at all levels to gather information to prepare documents and ensure deadline delivery.  The Executive Assistant will provide assistance in developing professional PowerPoint presentations and in compiling/editing Word documents (such as bi-weekly reports) for Global AP&C R&D Director
• Work closely with other functions to ensure meetings and projects are coordinated appropriately (interface with facilities to manage space, catering, etc.).  Prepare purchase requisitions, forms, and process billings. 
• Develop work flows and programs to support process improvements.
• Provide support for additional senior level executives and global colleagues as directed by the Global AP&C R&D Director.
• Provide backup support to other administrative assistants as needed.
• Order, Administration, and Reconciliation of invoices for Lab related supplies (Lab Coats, Safety Supplies, Chemicals, tools, etc.)

Context and environment

The job involves working 40 hours per week in an office environment.  Some travel is required for event planning and business meetings.  Business communication could also occur off peak work hours as needed to handle international or time sensitive, urgent requests for assistance.

Accountabilities

Prepare and execute yearly goals as mutually agreed upon by the Administrative Assistant and Global AP&C R&D Director.

Qualifications / experience required

• Minimum 5 plus years of related professional experience.
• Highly proficient in Microsoft Office (Word, Excel, PowerPoint).  Intermediate skills in Adobe software suite preferred.  Email and appointment calendar management experience (Outlook preferred).
• Excellent organizational and interpersonal skills, and the ability to communicate effectively and professionally with customers and all levels of management in a cross-functional and global team environment.  Flexibility to work assignments.
• Strong attention to detail while managing multiple