Administrative Assistant II USA

First Solar (US) • Perrysburg, OH

9d • Onsite

About The Position

The Administrative Assistant II role is responsible for a variety of administrative functions including managing incoming calls, meeting schedules, travel coordination, document control, and other support functions. This includes composing memos, transcribing notes, filing, research, and creating presentations. The role also involves managing office and shipping supplies, and may assist with compiling financial reports, preparing expense reports, and handling multiple projects.

Requirements

• High School Diploma or GED required.
• 3 to 5 years of experience in a related position required.
• Rely on experience and judgment to plan and accomplish goals.
• Requires a familiarity with a variety of corporate level concepts, practices, and procedures.
• Exposure to or experience with a high energy, fast paced environment.
• Ability to interact with others effectively within the corporate environment.
• Ability to take direction, identify problems, develop solutions, conduct analysis independently and in collaboration with others.
• Ability to work independently, manage multiple tasks and projects.
• Creative thinker with the ability to make decisions and execute effectively.
• Ability to work within a team environment and provide back-up support to other assistants as needed.
• Maturity to handle confidential issues and communicate effectively with team members and senior executives.
• Ability to anticipate, change and react efficiently and expeditiously.
• May have knowledge of confidential business and personal information.
• Outstanding verbal and written communication skills.
• Minimum typing speed of 50 wpm.
• Advanced proficiency in Microsoft Office (Excel, PowerPoint, Word).
• Excellent organizational skills.
• Must pass Advanced Microsoft Office Assessment Test which includes: Word, PowerPoint, Excel and Outlook.

Nice To Haves

• College degree preferred.
• Proficient in Concur, Visio and Project a plus.
• Notary certification is preferred.

Responsibilities

• Directly responsible for a variety of administrative functions including but not limited to managing incoming calls, meeting schedules, travel coordination, document control and other support functions, such as composing memos, transcribing notes, filing, research and creating presentations.
• Responsible for the management of office and shipping supplies.
• May assist with compiling financial reports, preparing expense reports, and handling multiple projects.
• Approve and process department invoices.
• Introduction to tracking and reporting on consultant spend.
• Make various P-card purchases for department; perform monthly reconciliations.
• Support new associates by answering questions and providing guidance on Oracle Expenses.
• Assist in Visa documentation and submissions for Company travel.
• Maintain SharePoint site on POWER.
• Support administrative staff and department by creating or maintaining reports as needed or tasked.
• Support new associates by answering questions and support business card purchasing.
• Support administrative team and department with scheduling & bookings (meetings & conference rooms) and travel as needed.
• Place, receive, and screen calls and receive outside guests in a professional manner.
• Assist in the processing and submittal of Purchase Requisitions.
• Assist administrative staff and department in developing and finalizing presentations and posters for internal and/or external use.
• Support manager and team in helping coordinate team building events, various training, seminars and events which include organizing and coordinating logistics, room set up, and food catering.
• Serve as a liaison between cross-functional teams, project directors, project team members, accounting, and other administrative staff, clients, subcontractors, and consultants.
• Organize, replenish, and maintain office and shipping supplies.
• Provide support to associate requests sitewide as needed.
• Maintain Administrative filing systems (Electronic and hard files).
• Provide data entry support and maintain databases as needed for Administrative Staff.
• Process and submit expenses reports and invoices.
• Assist with special projects as needed.
• Other duties as assigned.

Benefits

• First Solar is committed to compliance with its obligations under all applicable state and federal laws prohibiting employment discrimination.
• First Solar is committed to reasonably accommodate applicants and employees in accordance with the requirements of the disability discrimination laws.
• First Solar is an Equal Opportunity Employer that values and respects the importance of a diverse and inclusive workforce.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED