86 applicants

Company

Original Job Post

Nalco Water, An Ecolab Company · 4 days ago

Administrative Assistant

USA - Minnesota - Saint Paul

Full-time

Hybrid

Mid Level

4+ years exp

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Chemical Manufacturing

Insider Connection @Nalco Water, An Ecolab Company

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Responsibilities

Provide administrative support to two Finance leaders and their teams

Proactively manage calendars (Outlook) and schedule meetings for two executives, coordinating conference calls and MS Teams meetings

Produce high quality reports, presentations and other documents in Microsoft Word, PowerPoint and Excel

Office and department management

Coordinate domestic and international travel arrangements including logistics, agendas, developing complete and comprehensive itineraries, booking flights and accommodations and arranging meetings

Make independent decisions regarding planning, organizing, and scheduling priorities for self, executives, and direct reports (within guidelines)

Prepare expense reports for the executives

Assist with rolling over specific Board of Directors Committee meeting materials quarterly

Schedule monthly and quarterly meetings recurring meetings each year

Contribute to management of abandoned property process by verifying lost checks, send letters monthly, track replies, send reissues to AP, reissue miscellaneous checks through OnBase, SAP check research

Perform a SoX internal control check for the Accounting and Control Department

Manage projects as requested

Qualification

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Microsoft OfficeWorkdayVisioPowerBIElectronic BillingPayables SystemsTyping SpeedGrammarPunctuationSpellingDeadline ManagementProblem-SolvingAttention to DetailConfidentialityTime ManagementProject managementCalibrationDelegationAnticipating issuesCustomer focusInterpersonal skillsCommunicationInitiativeFlexibilityAdaptabilityCollaboration

Required

High School Diploma or equivalent

4 years of administrative assistant experience

Advanced Microsoft Office skills (Word, Excel, PowerPoint) and Microsoft Outlook (email and calendar management) with an ability to become familiar with other key programs such as Workday, Visio, PowerBI, and electronic billing and payables systems

55+ WPM; excellent grammar, punctuation, spelling and understanding of deadlines with minimal supervision

Ability to uphold to strictest level of confidentiality and effectively manage sensitive information with professionalism and speed

No immigration sponsorship available for this role

Preferred

Bachelor’s Degree

2 years of experience working for a Fortune 500 company

3 years corporate experience in companies with more than 10,000 employees

Previous experience as an Executive Assistant reporting directly to senior management

Proficiency in calibration and delegation of duties

Excellent organizational, project management and problem-solving skills with a high attention to quality and detail with impeccable multi-tasking abilities

Exceptional interpersonal skills & friendly and professional demeanor

Strong verbal and written communication skills and executive presence

Demonstrated follow through and results delivery

Demonstrated initiative with the ability to both work independently and be resourceful, anticipating and communicating potential issues

Flexibility to respond to urgent project needs and shifting priorities

Strong customer focus and approachability

Critical thinking, analytical and problem-solving skills

Ability to effectively manage multiple, competing priorities, to staggered deadlines, in a fast-paced environment

Adaptability and flexibility, with a willingness to collaborate in a team environment