Administrative Assistant

The administrative assistant role is a highly organized and proactive role that supports the Vice President, Global Information Services (GIS) located in our Tampa, FL location.  This role is crucial in ensuring the smooth execution of day-to-day operations and providing comprehensive administrative support. The ideal candidate will manage the Vice President's calendar, coordinate travel arrangements, handle confidential matters, and may assist in preparing reports and presentations. This position requires excellent communication skills, attention to detail, and the ability to work independently and collaboratively in a fast-paced environment. This role is fulltime and on-site 3 to 5 days a week, offering flexibility, as aligned on with leader.  

Reports to:                          Vice President, GIS

Span of Control:                Individual contributor

Knowing Our Businesses and their Strategies

• Build relationships within the organization, cross-functionally, and with key internal and external stakeholders; ensure effective contact to remain aligned with functional objectives
• Understand the strategic direction of the company’s businesses and execute functional activities to support and enhance business results

Executing Strategy

Provide administrative support

• Maintain the Vice President calendar as needed with regards to appointments, meetings and conflicts with internal and external parties.
• Coordinate and book all travel, domestic and international; processing of visa applications, as needed
• File travel and purchase expense reports timely
• Correspondence work on behalf of Vice President, GIS, as required
• Coordinate offsite team and leadership team meetings
• Act directly on behalf of GIS leaders and live the OC Values in all interactions
• Handle confidential matters appropriately

Support the GIS organization

• Coordinate with the Vice President to establish and maintain a functional operating rhythm, inclusive of budget and human resources cyclical processes, communications and training events
• Coordinate requirements for GIS “go-live” events 
• Assist with creating reports and presentations

• Maintain necessary office supplies
• Work with facilities for floorplan coordination
• Coordinates necessary IT equipment set up and changes
• Service requests (access to folders, mailboxes)
• Email distribution lists updates
• Nameplate updates

Pre-Employment and on-boarding of interns, employees and contractors  

• Interview set-up and coordination
• New hire on-boarding support, such as office and equipment procurement and requests for network IDs and access
• Provide new hire safety overview training

Process Purchase Requisitions in accordance with sourcing policies

• As necessary, coordinate the process flow of work orders to ensure appropriate execution 
• Assist and guide stakeholders in writing and executing purchase requests 
• Audit purchase requests for quality and adherence to the process, identify areas of improvement and required training or improvement in process
• Request new vendors as necessary
• Create SAP Purchase Requisitions
• Follow up with stakeholders on purchase orders to determine history and identify missing information.
• Understand legal ramifications associated with small purchases and appropriate risk limitations when issuing purchase orders
• Ensure all purchase requisitions are entered accurately.
• Ensure cycle time objectives for execution of purchase request are met

Financial Support

• Run SAP/BPC reports and to monitor cost center activities and research abnormal items
• Assist GIS leaders in monitoring the internal cross charge forecasting process
• Assist GIS leaders and project managers in monitoring capital accruals  
• Partner with GIS finance to ensure GIS assets names follow the established standard
• Facilitate the budgeting and reconciliation process for select GIS leaders

Influencing in the Function

• Explore new techniques, tools, and processes to advance and scale our capability
• Identify opportunities to improve the effectiveness and efficiencies
• Lead or participate in special projects that support the long-term strategic goals of the business and/or organization

Developing Talent

• Provide impactful peer-to-peer leadership to others on the team
• Invest in personal growth and development, clearly focused on self-learning
• Capture the value of continuous learning and ongoing development opportunities

MINIMUM QUALIFICATIONS:

• High school diploma
• 3 years’ experience in an administrative role supporting a team(s) including senior leaders at the Director and Vice President level
• Fluent in all Microsoft Office applications including SharePoint, Word, Excel, PowerPoint

EXPERIENCE:

• 4 to 6 years of relevant administrative work experience supporting leaders and teams in a complex work environment
• Knowledge of SAP, preferred

KNOWLEDGE, SKILLS & ABILITIES:

• Customer service focused with ability to anticipate needs
• Knowledge in office equipment
• Knowledge of new hire processes
• Strong verbal and written communication skills
• High level of initiative, self-starter, with the ability to prioritize and multi-task
• Strong interpersonal skills
• Teamwork and supportive of change management initiatives
• Ability to learn and utilize business technology, including new software
• Leads in a way Owens Corning values are present
• Ability to identify, act on, and lead continuous improvement efforts
• Ability to work independently and in teams as needed
• Adaptable to an ever-changing, fast-paced environment
• Creates solutions in the best interest of the company and the customer
• Limited domestic travel

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