Job Description Administrative Assistant II Wayzata, MN 6 Months Job Purpose and Impact
•The Transportation Administrative Assistant will make independent decision regarding planning, organizing, and scheduling of more complex administrative support.
We seek an experienced professional who will coordinate, integrate, and implement assigned administrative functions on a global scale.
Key Accountabilities
•(20%) Calendar Management
– Assist members of the global and extended leadership team within the North American region with scheduling and coordinating meetings.
Work with other administrators to coordinate through multiple priorities to schedule timely meetings.
•(10%) General Office Support
– This role supports users primarily in our Minneapolis office as well as remote employees within the region.
Support may include ordering supplies, catering, managing the office space and desks, general Q, etc.
•(10%) Meeting Planning Execution
– Secure location/room; confirm attendees; order catering; obtain audio/video needs; prepare supplies (flipcharts/markers); prep decks/agendas; get meeting started (i.e., audio/video); documenting notes; distribute outcomes (action items, notes); Follow-up on actions
•(10%) Recognition & Event Management
– Organize events/celebrations (holidays, project successes, etc.), secure locations, manage catering, procure awards/gifts/flowers, get entertainment, help track anniv/bdays, recognize life events (births/deaths)
•(10%) Expanded Opportunities
– Non-core assignments.
Manage floor moves (large and small); educate of move (cost, configurations); ergonomics support; maintenance requests (temperature, lighting); printer and maintenance; projector coordination and maintenance (AVI)
•(10%) Back Up Admin Support
– Help support CPT Sr.
Executive Assistant
•(5%) Manage Communication Flow
– Maintain organizational charts; maintain PDLs; cascade communications on behalf of CPT and CTL leadership or special interests’ groups
•(5%) Onboarding/Offboarding/Transfer Support
– Submit form to trigger BU Admin activities; assign or free up cube; secure initial supplies/cleanout supplies; maintain cube and isle signage.
Maintain streamline backend process to manage on/off-boarding and transfers (one request that triggers changes to hardware
– laptop, desk phone, key cards, etc.
– and software/access)
•(5%) Travel Coordination
– Booking domestic and international travel.
Travel guidance (i.e., tools, policies, etc.); corporate jet coordination; visa application coordination
•(5%) SharePoint Support
– Basic site maintenance and updates, take on SharePoint Administration
– increase skills in site design and development, and access
•(5%) Expense Reporting
– Process ‘leader’ and ‘own’ expenses for payment; securing/validating receipts; proactively auditing outstanding expenses
•(5%) Other Duties
– as Assigned Minimum Qualifications
•High school diploma, secondary education level or equivalent
•Minimum of four years of related work experience
•Experience in Microsoft Office Suite, SharePoint, or similar document storage technology Highly Preferred Qualifications
•Previous experience in SAP Required Qualifications; MS Excel
– intermediate MS Word
– Intermediate MS power point
– Intermediate Purchase Orders
– knowledgeable Additional Preferred Experience/Qualifications:
•High level of professionalism and ability to handle confidential and sensitive information
•Experience with Transportation/Procurement
•Experience with travel arrangements
•Experience managing calendars and meetings