Administrative Assistant

One of our Automotive clients is looking for an experienced Administrative Assistant in Johnston, IA.Description:Position Overview:Serve as an Administrative Assistant reporting to executive-level managers.Work closely with other executive Administrative Assistants.Must be a team player with the ability to hit the ground running.Key Responsibilities:Schedule global travel arrangements.Manage calendars for managers efficiently.Provide administrative support including documentation and communications.Experience Requirements:3-5 years of work experience as an executive-level Administrative Assistant.Note: If a candidate has 1-3 years of experience, the manager would consider a candidate with a degree or certificate in a business-related field showing continued education.Skills and Qualifications:Strong attention to detail.Excellent written and verbal communication skills.Proficiency with MS Office products.Experience with SAP is a plus.Major PurposeIndependently performs a full range of administrative support duties of a highly-confidential and highly-challenging nature, typically in support of level III division or platform officers and their direct reports in multiple countries. Facilitates work flow through a manager's office using organizational knowledge to determine how to handle incoming requests and assignments, including work going to and from other managers.Creates responses to correspondence on behalf of the manager; determines course of action on issues that arise when the manager is unavailable.May perform some or all of the following: guidance and limited work direction to others, project work consistent with the skills and skill level found in the job's other work, and multi-lingual assistance.Major DutiesSchedules meetings, coordinates travel arrangements, and maintains appointment calendars on behalf of department managers or supervisors; may coordinate meeting amenities (i.e. refreshments, etc.).Researches, resolves and responds to inquiries/concerns from internal and/or external customers.Escalates complex issues for resolution as appropriate.Gathers, creates, maintains and/or summarizes potentially sensitive or confidential data from various sources in order to complete reports and special projects and/or provide timely information to various customers.Distributes information as appropriate to department members or internal/external customers.May perform analysis of data and resolve discrepancies following prescribed procedures.Updates and maintains databases, systems applications or files to ensure accurate and current information is available for use by others.May develop and maintain more complex web sites with the assistance of basic web-publishing software applications. Receives and refers visitors and telephone callers within the department, which may require referring calls to different divisions, countries, or companies in multiple languages.May organize/maintain records of Supervisor's or others' projects and correspondence, following up on pending items; may facilitate/organize workflow through the supervisor's office, ensuring follow-up items are addressed.May create and maintain sensitive department records; uses data to prepare letters and memoranda at the direction of the supervisor, on behalf of the supervisor, or for supervisor's signature, and prepares documents for distribution.Conveys supervisor's instructions and requirements to others, and exchanges information with senior managers on the supervisor's behalfProduce, update, and provide best practice support on complex Microsoft documents, databases, and other departmental systems, advising colleagues as needed and using expertise to help improve processes.Schedule appointments, make arrangements for meetings and conferences, and organize travel plans, following instructions to ensure more senior colleagues or a senior executive make the best use of their time.Prepare tailored letters, emails, and more complex reports and agendas and minutes of meetings for approval by a board-level executive.Prepare moderately complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for reports.Answer the telephone and assist callers or those making a broad range of inquiries by email or mail or other means with any requests for information, directing more complex matters to colleagues as necessary. Initiate contact internally and externally on a regular basis to convey requests, provide instructions, or obtain information on behalf of a senior colleague.Receive visitors and respond accurately and promptly to a broad range of questions and issues raised.Develop knowledge and understanding of the organization's policies and procedures and of relevant regulatory codes and codes of conduct to ensure own work adheres to those standards. Obtain authorization from a supervisor or manager for any exceptions from mandatory procedure.Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching. Develop and maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.Support others by carrying out a range of procurement activities. Involves following established procedures.Skills, Abilities, KnowledgeVerbal CommunicationComputer SkillsPlanning and OrganizingPolicy and proceduresOffice SystemsAssessmentBuilds Customer LoyaltyCall HandlingMasters Service ConversationsNumerical SkillsStrengthens Customer ConnectionsEducationPost-Secondary Non-Tertiary EducationAs an equal opportunity employer, ICONMA provides an employment environment that supports and encourages the abilities of all persons without regard to race, color, religion, gender, sexual orientation, gender identity or express, ethnicity, national origin, age, disability status, political affiliation, genetics, marital status, protected veteran status, or any other characteristic protected by federal, state, or local laws.