Project/Administrative IV

Job Summary

We are seeking a detail-oriented and organized LTE Administrative Assistant to assist the Project and Portfolio Management Office (PPMO), with a focus on the ERP/HCM Project. The ideal candidate will assist the PPMO team with various administrative tasks, ensuring smooth day-to-day operations of the office. This role requires strong communication skills, time management, and the ability to manage multiple tasks in a fast-paced environment.

Major Job Responsibilities

• Administrative Assistance: Provide general administrative assistance to the PPMO team, including scheduling meetings, preparing agendas, taking minutes, and managing calendars.
• Workflow Management: Organizes and expedites the flow of work through the supervisor’s office and administrative department. Acts as a resource for company policies and procedures, resolving moderate to complex issues.
• Documentation: Composes and produces various business correspondences, reports, confidential documents, and forms.
• Document/Information Management: Helps to manage PPMO documents in various repositories as well as administer PPMO sites.
• Calendar Management: Maintains the supervisor, department, and/or project team calendar, accepting or declining commitments on their behalf.
• Travel Arrangements: Coordinates travel arrangements for the supervisor, department, or project team as needed.
• Expense Reporting: Prepares expense reports in accordance with company policies and procedures.
• Event Coordination: Coordinates department/program public relations functions, such as special events, conferences, seminars, and workshops. Arranges with external vendors for sites, facilities, catering, etc.
• Contract Administration: Assists in the administration of contracts, drafting agreements with partners, vendors, and outside institutions, including letters of agreement, contracts, and letters of invitation.
• Budget Monitoring: Monitors budgets, prepares and submits reports, and interacts with Procurement and Finance Departments to provide information and resolve issues. Assists in the preparation of budget materials, tracks and monitors budget expenditures, and reports on variances. Provides projections as requested.
• Data Research and Analysis: Researches and gathers data for department/program reports, conducts preliminary analysis, and recommends report content and format to display findings effectively.

Qualifications

• Bachelor's degree
• Minimum 4-6 years related experience

Knowledge, Skills, and Abilities

• Proficient in using various office software and technology tools, including Microsoft Office 365 and Google Workspace, to efficiently manage administrative tasks and assist team operations; experience with project management software preferred.
• Excellent verbal and written communication skills; ability to interact professionally with team members and stakeholders at all levels.
• Strong multitasking, time-management, and organizational skills with a keen attention to detail.
• Demonstrates a positive attitude and patience in interactions, fostering a welcoming and collegial environment for colleagues and project team members.
• Cultivates and maintains an environment of inclusion that empowers all individuals to contribute ideas and achieve goals; respects the talents and contributions of all individuals. Works to understand what defines differences and consciously employs measures to ensure that the workplace is respectful of everyone.
• Promotes a respectful, diverse, equitable, and inclusive work environment in which concerns are addressed fairly and effectively.