Administrative Assistant II
About The Position
The Administrative Assistant II provides comprehensive administrative support and office management for directors on the Strategy Transformation & Change (ST&C) team within CEI. The role requires professional judgment and discretion when handling confidential information, along with proactive calendar and meeting management, domestic and international travel coordination, timely expense processing, correspondence, and logistical planning and execution for meetings. The position collaborates with internal and external stakeholders and other support staff, manages competing priorities, and independently resolves scheduling conflicts in a changing environment. The role also performs administrative and clerical work, maintains records and databases, supports routine financial and purchasing processes, and assists with HR hiring activities, special projects, and other assigned work. The position occasionally involves travel according to the responsibilities, although the posting's travel requirements section states “No Travel Required.”
Requirements
- High school diploma or equivalent.
- At least 3 years of administrative assistant experience.
- Advanced computer skills using MS Outlook, MS Teams, Word, Excel, PowerPoint, and other company internal systems.
- Demonstrated experience scheduling and coordinating complex, multi-leg domestic and international travel.
- Experience with SAP, Concur, and Ariba to process expense reports, purchase orders, payment requests, and vendor add forms, and to run reports in those systems.
- Ability to handle and prioritize many simultaneous assignments.
- Event planning or coordination experience.
- Extraordinary attention to detail.
- Outstanding communication, collaboration, and people skills.
- Budget or finance management experience.
Nice To Haves
- Project management experience.
Responsibilities
- Provide administrative and clerical support requiring analytical ability, independent judgment, and problem-solving.
- Review priorities with management as needed.
- Distribute and collect mail; provide phone coverage; copy and scan documents; prepare basic expense reports and routine financial disbursements.
- Apply company policies, standard operating procedures, and specialized terminology relevant to the position.
- Interact with internal and external clients and coordinate with other support staff.
- Transcribe, record, assemble, track, verify, and maintain accurate data, electronic records, and spreadsheets.
- Coordinate routine domestic and international travel arrangements.
- Prepare or respond to routine correspondence as directed, including form letters using mail merge.
- Maintain daily calendars and schedule internal and external meetings, teleconferences, and videoconferences, including accepting meetings on behalf of management.
- Proofread and ensure accuracy, grammar, and quality of materials.
- Maintain general and department- or Division-specific databases and applications.
- Conduct basic Internet and Intranet research to help prepare analyses, presentations, and reports.
- Use EZ Buy to order departmental supplies; use COMET; prepare routine disbursements; and follow up on invoices.
- Multitask and manage simultaneous assignments.
- Support the HR hiring process for open team positions.
- Assist with special projects and other departmental duties as needed, including work within the classification throughout the bargaining unit.
- Assist with HtR and Workday tasks as needed.
- Occasionally travel in the position.
Benefits
- Medical, dental, and vision healthcare benefits.
- Other insurance benefits for employees and family.
- Retirement benefits, including a 401(k).
- Paid holidays.
- Vacation.
- Compassionate and sick days.
- Eligibility for an annual bonus and long-term incentive, if applicable.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
