Administrative Assistant
Position Overview
The Administrative Assistant will provide comprehensive administrative support to the Division Vice President (DVP) and their team. This role requires a highly organized, detail-oriented professional who can manage competing priorities, support executive-level leadership, and operate effectively in a fast-paced environment.
Key Responsibilities
Executive & Calendar Management
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Manage dynamic, global calendars for the Director and team members.
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Provide calendar support to additional department leaders as needed.
Travel Coordination
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Coordinate domestic and international travel arrangements, including visas and passports.
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Partner closely with CIBT to ensure timely and accurate document processing.
Purchasing & Expense Support
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Manage P-card transactions and submit e-Procurement purchase requisitions.
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Track and report purchases as required.
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Process and approve Concur expense reports.
Communications & Meeting Support
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Draft and distribute communications on behalf of the Director.
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Create agendas and manage scheduling for weekly staff and department meetings.
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Facilitate meetings when required.
Event & Logistical Support
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Provide logistical support for commercial meetings, trade shows, and annual events (e.g., CES).
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Plan and coordinate department summer events, holiday activities, and team-building initiatives.
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Support division-wide administrative team events.
Space & Facilities Coordination
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Collaborate with Space Planning and BTD teams as needed.
Onboarding & Visitor Support
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Partner with HR to onboard new employees and contractors.
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Coordinate logistics and tours for customer visits.
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Coordinate interview scheduling with Recruiting and escort candidates as needed.
Administrative & Departmental Support
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Maintain departmental distribution lists, phone lists, and group communications.
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Update and manage organizational email distribution lists.
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Collaborate closely with administrative teams across Gorilla Glass, SLT, CGI, and S&T.
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Participate in and/or lead department initiatives, including culture improvement efforts.
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Proactively take on additional responsibilities as requested.
Required Qualifications
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2–3 years of experience supporting Director-level leadership in an administrative capacity.
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Experience coordinating international travel.
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Ability to handle confidential and sensitive information with discretion.
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Strong organizational skills with the ability to multitask and prioritize effectively.
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Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
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Experience with Concur expense processing.
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Familiarity with PeopleSoft e-Procurement systems.
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Experience with phone and video conferencing platforms.
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Flexible, professional, and team-oriented demeanor.
Preferred Qualifications
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Prior experience with *** Incorporated.
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Experience supporting Science & Technology teams.
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Strong written and verbal communication skills.
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Working knowledge of Teams, Concur, and SharePoint (internal systems).
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Demonstrated reliability and consistent performance.
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Proactive mindset with willingness to take on additional responsibilities.
Nesco Resource provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.