Administrative Assistant

Indorama Ventures Xylene & PTA LLC•Decatur, AL

2d•Onsite

About The Position

Under the direction of the Manager/Superintendent, this position provides administrative and secretarial support for the assigned supervisor and department. In addition to typing, filing, and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload, and recommends changes in office practices or procedures.

Requirements

Two year degree in Administrative Science or equivalent experience
Advanced skills in Microsoft Office, including Excel, Word and Power Point
SAP or other ERP system
Excellent verbal and written communication skills
Excellent organizational skills and attention to detail
Demonstrated capability to operate independently and as part of a team

Responsibilities

Manages the schedule for the assigned supervisor, including calendar and e-mail management, scheduling meetings, travel, conferences, and department activities.
Prepares e-expense reports and creates visual presentations for the manager.
Acts as project manager for special projects, which may include planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, and creating brochures.
Establishes, develops, maintains, and updates filing systems for the manager and the department.
Types and designs general correspondence, memos, charts, tables, graphs, and business plans.
Performs various departmental functions, including running copies, distributing log books, arranging departmental meetings, travel, and luncheons.
Assists with site-wide celebrations and administers the hourly vacation sign-up process.
Maintains and updates procedures, updates LOTO and enters into Documentum, and manages mobile phones for the site.
Updates drawings in units, orders supplies as necessary, and maintains/enters training records for Operations personnel.
Manages Area distribution lists in Outlook and prepares and distributes plant shift cards.
Assists with Logistics invoice verification as needed.
Maintains SharePoint website for all units.
Serves as Operations iProcess administrator and Documentum Administrator for Operations.
Serves as Site Administrator for VTA for HSSE.
Composes and forwards interoffice and external e-mail, answers telephone calls, and composes and prepares correspondence (memos, letters, reports).
Maintains a strict code of confidentiality.
Prepares various department reports, ensures time is entered accurately in the Time Keeping System, and maintains HSSE Compliance audits during TAR’s.
Maintains a clean and well-organized work area.
Attends meetings and training as required.
Performs special projects and miscellaneous duties as assigned.
Complies with all HSSE programs, policies, and procedures.