Jobs for People with MS: National MS Society

Administrative Assistant II

Location:

Dublin, VA, US, 24084

Position Type: Professional

Transport is at the core of modern society. Imagine using your expertise to shape sustainable transport solutions for the future? If you seek to make a difference on a global scale, working with next-gen technologies and the sharpest collaborative teams, then we could be a perfect match.

SUMMARY OF POSITION:

The Administrative Assistant II provides a wide variety of administrative support to the Department Manager, including, but not limited to, maintaining department filing system, creating and maintaining reports, and handling of sensitive and/or confidential correspondences and information. This role requires multitasking, meeting critical timelines and produces deliverables while maintaining the highest level of confidentiality and ethics.

CORE RESPONSIBILITIES:

• Performs the daily administrative duties of the Department, including, but not limited to, filing, document and spreadsheet creation, developing reports, data entry, and communicating with entities outside the Department.

• Provides telephone coverage.

• Oversees and handles calendar of manager and supervisors, when required, schedules internal and external meetings and appointments, and coordinates conference calls.

• Coordinates travel arrangements and itineraries, compiles documents for travel-related meetings, when requested.

• Completes and submits expense reports, as needed.

• Liaison for ordering and re-ordering of all office supplies. Checks stock to determine inventory level. Anticipate needed supplies; place and expediting orders for supplies, verify receipt of supplies.

• Assist with special projects, day-to-day tasks, material distribution and copies for meetings.

• Assists with setup of new employees.

• Handles multiple projects in an efficient manner.

• Collaborates and coordinates activities and other administrative assistants regarding best practices and administrative issues, as needed.

• Arranges programs and events for respective department, including catering and invitations, and all other aspects of specific occasions.

• Processes ordering of required supplies and materials through EBD system from beginning to completion of orders.

• Create agendas, presentations, internal and external communications, and transcribe minutes of meetings, as required.

• Maintain departmental document control, as assigned.

• Responsible for manual and computer files for input, storage, retrieval, and editing of information.

• Responsible for general office management.

• Conduct research, and compiles and type statistical reports.

• Facilitate outgoing mail and correspondences.

• Other administrative duties, as assigned.

• Enter visitor / visitors in I-Visitor portal, when required.

DEPARTMENT SPECIFIC RESPONSIBILITIES

• Perform administrative work for Final Assembly, BIW & Paint departments as requested by Supervisors or Managers for the appropriate department.

• Responsible for appropriate handling of confidential information, keeping files such as personal contact information and copies of company and personal reimbursement and expense card statements.

• Assist offline with entering all deficiencies on master spreadsheet for Sales and Customers using Power BI.

• Attend seminars/training classes in hours or outside of company when necessary to improve computer skills and keep updated on the latest software programs in order to perform work related duties.

• Prepare and maintain technical and statistical material, which is related to the department activities.

• Maintain labels and cartridge room for all printers and copiers on the floor for all Production and Offline departments.

• Point of contact for all service requests for printers/copiers for all Production departments.

• Ordering of Volvo Brand apparel for employees when requested from the Supervisors.

REQUIRED SKILLS AND COMPETENCIES:

• Communication Skills: Excellent written and verbal communications, and interpersonal skills to effectively communicate with all levels of the organization. Listening effectively, transmitting information accurately and understandably, and actively seeking feedback, non-defensively.

• Flexibility: Performing a wide range of tasks, responding to changes in direction and priorities and accepting new challenges, responsibilities, and assignments. Excellent time management skills and the ability to multitask and prioritize work in a fast-paced work environment.

• Ownership/Accountability: Taking the lead in getting the job done and accepting responsibility for personal actions, costs, and results.

• Planning & Organization: Strong organizational and planning skills. Anticipating and drawing inferences about the future and structuring resources and actions, costs, and results.

• Attention to Detail: Proficient and accurate data entry skills. Monitoring adherence to standards and actively checking for accuracy of data received or generated before passing it on.

• Problem-Solving/Decision Making: Taking a well-ordered approach to solving problems and acting despite obstacles or resistance.

• Dependability/Reliability: Ability to work independently and within a team environment. Following through on commitments, producing timely work to required or higher standards, pitching in to get the job done.

• Teamwork: Building cooperation among individuals and departments, sharing information, and resources, and working to achieve group goals and outcomes.

• Confidentiality: Ability to handle confidential and sensitive information ethically, with tact, courtesy, and discretion.

• High Level of Professionalism

• Proficient in utilization of Microsoft Office Suite; Word, Excel, PowerPoint, Outlook, Power Bi, Chrome River, EBD Buying, I-Visitor, Egencia Travel, Share Point.

• Ability to handle multiple assignments while recognizing priorities that may be expressed or implied.

• Possess excellent people skills.

MINIMUM REQUIRED QUALIFICATIONS:

The minimum education and experience requirements can be met through any one of the pathways described in the charts below. Please note: In order to meet the minimum requirements, each item listed within the pathway chart must be met. In the event there are no bidders, and we must recruit externally experience with similar outside systems may be substituted.

Path A:

Education - 2 years, ASS in Office Management/ Secretarial Science

OR

Path B

Education - 12 years, School Diploma or G.E.D.

Experience - 3 years, Progressive Administrative/Office experience working for supervisor/manager

We value your data privacy and therefore do not accept applications via mail.

Who we are and what we believe in

Our focus on Inclusion, Diversity, and Equity allows each of us the opportunity to bring our full authentic self to work and thrive by providing a safe and supportive environment, free of harassment and discrimination. We are committed to removing the barriers to entry, which is why we ask that even if you feel you may not meet every qualification on the job description, please apply and let us decide.

Applying to this job offers you the opportunity to join Volvo Group . Every day, across the globe, our trucks, buses, engines, construction equipment, financial services, and solutions make modern life possible. We are almost 100,000 people empowered to shape the future landscape of efficient, safe and sustainable transport solutions. Fulfilling our mission creates countless career opportunities for talents with sharp minds and passion across the group’s leading brands and entities.

Group Trucks Operations encompasses all production of the Group’s manufacturing of Volvo, Renault and Mack trucks, as well as engines and transmissions. We also orchestrate the spare parts distribution for Volvo Group’s customers globally and design, operate and optimize logistics and supply chains for all brands. We count 30,000 employees at 30 plants and 50 distribution centers across the globe. Our global footprint offers an opportunity for an international career in a state-of-the-art industrial environment, where continuous improvement is the foundation. As our planet is facing great challenges, we - one of the largest industrial organizations in the world - stand at the forefront of innovation. We are ready to rise to the challenge. Would you like to join us?

Job Category: Administrative & Business Support

Organization: Group Trucks Operations

Travel Required: No Travel Required

Requisition ID: 11123

View All Jobs (https://jobs.volvogroup.com/?locale=en_US)

Do we share the same aspirations?

Every day, Volvo Group products and services ensure that people have food on the table, children arrive safely at school and roads and buildings can be constructed. Looking ahead, we are committed to driving the transition to sustainable and safe transport, mobility and infrastructure solutions toward a net-zero society.

Joining Volvo Group, you will work with some of the world’s most iconic brands and be part of a global and leading industrial company that is harnessing automated driving, electromobility and connectivity.

Our people are passionate about what they do, they aim for high performance and thrive on teamwork and learning. Everyday life at Volvo is defined by a climate of support, care and mutual respect.

If you aspire to grow and make an impact, join us on our journey to create a better and more resilient society for the coming generations.

Nearest Major Market: Blacksburg

Nearest Secondary Market: Virginia