Administrative Assistant - GA

About the role

The administrative assistant will function as both the corporate receptionist and also provide administrative support services to Technical Division.

Responsibilities

• Greet and direct visitors in a professional manner.
• Maintain log of visitor arrivals and departures and issue appropriate visitor pass.
• Maintain visitor welcome board and coordinate with guard to prepare for guest arrival as necessary.
• Maintain database of required visitor documentation including Export Screening and ensure compliance with outlined procedures prior to allowing visitor to proceed beyond lobby area.
• Answer incoming calls promptly and professionally and route calls to appropriate party.
• Provide administrative support to Technical Directors.
• Clock in and out for business travel arrangements, issue expense reports and schedule meetings.
• Aid in maintaining and organizing documentation and information needed for management tasks performed by Technical Members.
• Aid in supporting purchase and request order procedures for the division wide needs.
• Provide regular courier service to deliver mail between Composite Materials Research Laboratory and the main building and distribute mails within the division.
• Aid in coordinating, planning and executing division-wide events such as group meetings (agenda and moderator), internal conferences and guest visits.
• Act as division conference room coordinator by posting daily room schedules, resolving reservation conflicts and maintaining necessary conference room supplies.
• Work with others to achieve an atmosphere of teamwork and continuous improvement.
• Aid in maintaining and improving library system of the division.
• Support corporate-wide events such as Employees Appreciation Days, activities and charity events.
• Order, pick up and serve meals and beverages for guests as requested.

Requirements

• Strong verbal and written communication skills in English.
• Possess a good knowledge of administrative support techniques and procedures.
• Ability to work well under pressure.
• Ability to set priorities.
• Ability to self-motivate and take initiative.
• Knowledge of record keeping techniques and procedures.
• Ability to work well as part of a team.
• Ability to develop close working relationships with internal and external customers.
• Ability to work well with diverse personalities and cultures.

Qualifications

• High school degree or GED required.
• One to three years of similar or related experience.
• Minimum of one year administrative/secretarial experience required.
• Knowledge of Japanese business culture is required.
• Accounting, administrative, or clerical skills preferred.
• Experience in workplace with multi-cultural environments preferred.
• Personal computer experience in Microsoft applications such as Word, Excel and PowerPoint, required.
• Experience in Art software such as Adobe, Photoshop, illustrator or InDesign is highly preferred.

Skills

• Strong verbal and written communication skills in English.
• Possess a good knowledge of administrative support techniques and procedures.
• Ability to work well under pressure.
• Ability to set priorities.
• Ability to self-motivate and take initiative.
• Knowledge of record keeping techniques and procedures.
• Ability to work well as part of a team.
• Ability to develop close working relationships with internal and external customers.
• Ability to work well with diverse personalities and cultures.

Benefits

• Health Benefit Coverage starts the first day of the month after hire date.
• Medical and RX- Regence Blue Cross of Rhode Island (Gold, Silver, HSA)
• Vision Coverage- VSP
• Dental Coverage – Delta Dental of Rhode Island
• Flexible Spending Accounts (FSA)
• 80 Hours of Vacation Time Off annually (additional hours awarded after 3 years)
• 64 Hours of Personal Time Off annually
• 3 Paid Floating Holidays
• 8 Paid Company Recognized Holidays
• Life Insurance- pays your beneficiary twice your annual salary
• Accidental Death & Dismemberment Insurance- pays your beneficiary twice your annual salary
• Short/Long Term Disability
• Voluntary Supplemental Life Insurance
• Toray Corporate Perks
• John Hancock 401K – CMA matches 50% of first 8% of your contribution
• Service Awards @ 3, 5, 10, 15, 20, 25 and 30 years
• Recognition Awards
• Annual Discretionary Bonus Program