Administrative Specialist - Corporate Strategy & Business Integration

The Administrative Specialist is a trusted and valued partner to the Vice President, Business Integration, and Vice President, Corporate Strategy. This position will have contact with employees at all levels within the company and will frequently interact with senior executive leadership and administrative support. In addition, this Administrator plays a key role in communicating with several external partners.

Reports to: This position will report to the Vice President, Business Integration

Span of Control: Individual Contributor

Knowing Our Businesses

• Build relationships within the organization, cross-functionally, and with key stakeholders; ensure effective contact to remain aligned with functional objectives.
• Understand the strategic direction of the company's businesses and support team to enable results; be knowledgeable of the project work that supports this direction and implications to the business.

Key Accountabilities

Provide direct administrative support to the Vice Presidents and teams, including, but not limited to:

• Accurate and efficient maintenance of daily scheduling - exercise good judgement in managing time and calendars while processing requests, helping to limit distractions, and focusing on priorities.
• Coordinate with external partners, their representatives, or designees, with appropriate discretion, accuracy, prioritization, and efficiency.
• Licensee to manage new vendor set-up and updates for Finance.
• Create purchase requisitions, purchase orders; process invoices, as needed (can extend to other Corporate Finance functions).
• Assist with monthly accruals and forecast for the department's(s') budget(s), including developing and maintaining vendor list and SOWs.
• Reconcile departments' purchase cards.
• Organize any offsite team meetings which includes planning, coordination of travel, agenda preparation, and pre-read materials while ensuring that budget controls and Owens Corning policies are followed.
• Handle sensitive information in an appropriate manner and with utmost discretion.
• Organize Vice President's and Directors’ travel arrangements including travel and expense reports.
• As needed, create reports, presentations, and emails/correspondence.
• Provide proactive support to track actions, deadlines, and manage documents; anticipate needs.
• Filter calls, open mail, and respond to e-mail, using own judgment to redirect action items/ queries from various stakeholders.
• Anticipate and provide information for meetings, projects, and travel.
• Expert level communication: act as a spokesperson, create emails, demonstrate the ability to present situations clearly and accurately.

General Administration Matters

• Maintain appropriate hard copy and electronic filing systems.
• Coordinate and schedule meetings with senior level internal and external constituents.
• Develop and maintain a wide, high-level, and effective network of relevant business and administrative contacts.
• Partner for all general administration matters, including, but no limited to interviews, and new hires, meeting requests, supply orders, working with facilities on internal moves of team members, booking conference rooms for large meetings and meeting facilities, updating address and distribution lists.

Minimum Qualification

• Minimum 3 years' experience as an administrative professional
• High School diploma or equivalent required; associate or bachelor’s degree preferred

Experience:

• Experience in communicating both internally and externally and effectively managing relationships.
• MS Office Suite, including Outlook, Word, Excel, and PowerPoint
• SAP and Box experience a plus

Knowledge and Abilities

• Ability to maintain the confidentiality of sensitive communications and data.
• Strong written and verbal communication skills with ability to interact effectively with a wide variety of constituencies.
• Organizational skills to coordinate and maintain competing priorities, complex activities and data.
• Ability to manage timelines, work well under pressure, and deliver in a fast-paced work environment to meet business critical deadlines.
• Proven ability to build strong relationships and inspire trust with multiple stakeholders to get results.
• Ability to work independently and proactively with minimal supervision and guidance.
• Has strong business acumen and ability to communicate on behalf of senior leaders.
• Is highly service oriented - has a desire to do what is necessary to meet the needs of the teams.
• Ability to troubleshoot basic technology, and be proficient in the myriad of systems, apps, and plugins that executives use to do their jobs.
• Ability to quickly learn required skills and adapt to required technologies.
• Ability to proactively identify opportunities for the team or individuals within the group can operate more efficiently and effectively.
• A high aptitude for learning and trying new methods to achieve results.
• Ability to create an inclusive environment where all are appreciated for their diverse thoughts and uniqueness.
• Must be able to travel up to 5%

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