Administrative Assistant

Corning•City of Corning, NY

22d•Onsite

About The Position

The Administrative Assistant II provides high-level administrative support to multiple departments and project teams, ensuring smooth day-to-day operations. This role involves managing schedules, coordinating travel, maintaining records, processing financial transactions, and assisting with office management. The individual will play a key role in supporting department activities, budgeting processes, and special projects, while serving as a liaison between various stakeholders. Strong organizational skills, attention to detail, and excellent communication are essential for success in this role.

Requirements

5+ years of related administrative experience, preferably in a corporate environment.
Highly organized with strong attention to detail and the ability to prioritize tasks effectively.
Excellent written and verbal communication skills; comfortable interacting with all levels of internal and external stakeholders.
Exercise high discretion and integrity when handling sensitive or confidential information.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), PeopleSoft, Concur, and other relevant systems.
Strong decision-making and problem-solving skills, with the ability to adapt to changing priorities and deadlines.
Professional, approachable, and customer-focused; proven ability to work collaboratively within a team and build relationships.
A self-starter who works productively and independently with minimal supervision.

Nice To Haves

Previous experience with Corning systems and processes is a plus.
Familiarity with corporate financial and purchasing policies and procedures.
Strong networking skills within the organization and willingness to embrace new technology and processes.
Knowledge of company operations, policies, and values.

Responsibilities

Serve as primary administrative support for designated staff and project teams.
Coordinate complex domestic and international travel, including visas, travel documents, group travel, and detailed itineraries.
Prepare, submit, and monitor expense reports in Concur, ensuring compliance with company policies and departmental budgets.
Support staff and management with Concur expense reporting, reimbursement tracking, and troubleshooting.
Proactively identify and escalate potential budget or policy issues.
Oversee day-to-day office operations, including supply management and resolution of administrative issues.
Organize and maintain department files, contracts, NDAs, registrations, and agreements.
Participate in the EIG Administrative Support Coverage Team to ensure consistent cross-departmental support.
Plan and manage logistics for department events, meetings, and customer visits in collaboration with the SP Events team.
Serve as DARM coordinator, facilitating audits and maintaining compliance.
Proofread reports and presentations for senior-level meetings to ensure accuracy and professionalism.
Support onboarding for new employees, including orientation coordination and office setup.
Assist with offboarding and internal transitions to ensure smooth, well-documented processes.
Maintain department and project organizational charts, email distribution lists, and SharePoint sites.
Manage quarterly SharePoint access reviews to ensure data security and compliance.
Act as Department Safety Coordinator, monitoring SPITS safety training and ensuring participation and compliance.
Perform special projects and non-traditional administrative tasks as needed, adapting to changing priorities and workloads.