Sr Administrative Assistant

PURPOSE OF THE JOB

 

This position is responsible for providing administrative support to the Vice President & General Manager, Asphalt Roofing, Director & General Manager of Asphalt and their teams within the Asphalt Roofing organization.  The person in the role will enable the success and efficiency of the team through impactful administrative execution, planning and coordination.  The role will have contact with employees at all levels and will frequently interact with administrative support for other corporate or functional teams. This position will be responsible for keeping the integrity of confidential and highly sensitive data.

  

Reports to: VP & General Manager, Asphalt Roofing with direct support to Director & General Manager of Asphalt business

 

JOB RESPONSIBILITIES

 

• The role is responsible for performing general administrative duties such as set up and management of meetings and leader calendar support.
• Work with leadership team to map out and plan activities, events, and meetings that tie to business outcomes and team building.
• Utilize SAP for sourcing materials and services needed for the team.  
• Manage purchase card administration (i.e. office supplies, annual industry memberships for the organization)
• Purchase order, invoice and contract management.
• Coordinate all logistics for travel and customer-facing events.
• Submittal of travel & entertainment receipts and documentation for appropriate payment and employee travel reimbursement.
• Execute standard work processes with a focus on continuous improvement and best practice sharing.
• Prepare meeting minutes, documents, and presentations as needed.
• Support of key initiatives such as Safety, Diversity & Inclusion, and Management of Change.

 

 

Providing overall support for the Asphalt Roofing Leadership Team

• Coordination of customer engagements / events
• Prepare agendas, arrange for teleconferences, and video conferences for management and other meetings
• Coordinate offsite meetings, including contracts with hotels, determining space requirements, arranging catering and planning team-building activities
• Leadership and other ad-hoc meeting requests on behalf of VP & GM of Asphalt Roofing and Director & GM of Asphalt
• Interview support (scheduling) and onboarding support (e.g., network account, laptops, etc.)
• Develop and maintain a wide, high-level, and effective network of relevant business and administrative contacts
• Focal point for all general administration matters utilizing internal administrative professional network:
• supply orders,
• Internal moves
• Processing check requests
• Coordinating workstation moves
• Organizing team holiday events and gifts
• Reserve conference rooms for large meetings
• Maintain / build relevant distribution lists
• All other duties as assigned

 

 

Teamwork and best practice sharing within administrative community

• The role will have contact with a variety of internal and external partners at all levels of the organization and must ensure and maintain a positive Owens Corning image.
• Additionally, this role will team with other administrative assistants in managing administrative tasks and balancing workload across the entire Roofing organization, as well as providing back-up support as needed.
• Coordination of tours and events for cross-functional and customer relationships.

 

 

JOB REQUIREMENTS

 

 

MINIMUM QUALIFICATIONS:

•  7-10+ years previous experience as an administrative professional, with experience supporting an executive level professional
• High School diploma or equivalent required, associate or bachelor’s degree preferred

 

 

PREFERRED EXPERIENCE:

• Planning and coordinating large meetings to include booking travel
• Communicating both