Sr Administrative Assistant

Job Description

Grace is seeking a Senior Administrative Assistant to provide executive administrative support to our Vice President of Marketing. There is responsibility for a range of activities including schedule management, organizing conferences, customer meetings, and gathering customer and market data to help the marketing and sales team better position, manage and develop its products and services.

Responsibilities

• Performs a wide range of administrative and office support activities to facilitate the efficient operation of the organization supporting the Procurement, HR and IT functions.
• Supports Procurement with contact management including routing and inputted contracts using SAP’s Ariba (SaaS) platform
• Supports Procurement’s Sustainability focus with Responsible supply chain objectives including direct supplier engagement managing Eco Vadis, and other 3P led compliance assessments.
• Arranges business travel, coordinates calendars, appointments, meeting/event arrangements, and tracks expenses.
• Prepares routine and complex correspondence, reports, forms/documents, department filings presentations, agendas, minutes, etc.
• Receives, screens and direct incoming calls, visitors, mail and email.
• Responds to general inquiries concerning area activities.
• Maintains files, records, and submits work orders for office supplies and equipment for multiple departments.
• Pulls reports and information from company systems, provides basic analysis
• Organizes workload to comply with deadlines and priorities.
• Performs accounting duties to include assisting with vendor registration, PO creation, invoicing, expedited payments and budget tracking
• Supports tradeshow planning and sampling process
• Coordinates and schedules R&D PRISM meetings
• Supports non-standard manufacturing and Lab during audits and SP&P
• Coordinates and support new employee on-boarding – office space, computer and standard equipment
• Coordinates and supports special event planning
• Carries out special projects and assignments as requested

Required Qualifications

• Minimum of 5 years administrative support experience
• Proficient with use of word processing (MS Word), spreadsheet (Excel) and data base software and presentation software (PowerPoint), SharePoint, e-mail (Outlook), the Internet.
• Strong organizational skills and detail-orientated, ability to remain calm under pressure and juggle multiple responsibilities and priorities
• Strong project management and meeting/event coordination skills.
• Ability to handle sensitive and extensive confidential data.
• Excellent customer service skills and interpersonal skills.
• Excellent oral and written communication skills with all levels of the organization.
• Strong critical thinking and analytical skills and can work with little direction
• Ability to work in a dynamic, fast paced, environment.
• Must be a team player with strong interpersonal skills and professional presence

Preferred Qualifications

• Bachelor’s degree in business or related field.
• Demonstrated knowledge and use of DocuSign, SAP and its e-procurement SaaS (ARIBA) used for contract management

Benefits

• Medical, Dental, Vision Insurance
• Life Insurance and Disability
• Grace Wellness Program
• Flexible Workplace
• Retirement Plans 
• 401(k) Company Match – Dollar to dollar up to the first 6%
• Paid Vacation and Holidays
• Parental Leave (salaried only)
• Tuition Reimbursement
• Company Donation Match Program