Administrative Assistant

What You Will Do

1. Coordinate meeting logistics, including reserving conference rooms, equipment setup, and creation of presentations and preparing meeting materials
2. Pull reports and information from Ecolab systems
3. Calendar management across time zones
4. Manage financial administrative tasks related to corporate card use and expenses and manage accurate processing of departmental invoices
5. Coordinate domestic and international travel arrangements including processing of visas for international travel
6. Provide support with HR related items including hiring, on-boarding, promotions & transfers, terminations, talent planning, salary adjustments, tracking of recruitment activities, etc.
7. Compile and edit presentation details from multiple people and sources; Distribute reports to stakeholders
8. Prepare and maintain agendas, action item lists, issues lists and program plans; Escalate issues promptly
9. Exercise judgment and make decisions to promote smooth workflow and prioritization
10. Ensure that internal and external client demands are met
11. Create, organize and manage various SharePoint sites and shared drives

Minimum Qualifications

1. High School Diploma or equivalent
2. Intermediate proficiency in MS Office (Outlook, Excel, PPT)
3. Immigration sponsorship is not available for this position

Preferred Qualifications

1. Bachelor’s degree
2. 1 year of administrative experience
3. Ability to successfully manage multiple, competing priorities to meet deadlines
4. Excellent verbal and written communication skills, with a strong customer service focus
5. Organizational skills and attention to detail
6. Ability to anticipate needs, be resourceful, and use sound judgment and tact
7. Critical thinking, analytical, and problem solving skills
8. Learning agility; Ability to quickly gain knowledge of organizational operations, procedures, and staff
9. Ability to work independently, as well as collaborate in a team environment
10. Reliability, flexibility and approachability
11. Process oriented, adaptable, reliable, flexible and approachable