Sr. Administrative Assistant -- 3M Skin and Wound Care Division

Apply by eMail:do_not_reply@invalidemail.com

Description:
Are you well organized and experienced in supporting executives with an international agenda and travel schedule?   The position of Sr. Administrative Assistant located in Maplewood, MN will provide support for the Skin and Wound Care Division International Director, the International Business Department, and applies highly developed administrative and coordination skills to complete activities. Acts independently on standard procedures, and handles non-routine situations through interpretation of office guidelines and administrative practices. Proposes and implements solutions to administrative concerns. May provide regular guidance and instruction on work procedures and policy to support personnel. Seeks supervision as needed for direction and approvals.   The Sr. Administrative Assistant will be responsible for but not limited to the following specific duties: Prepare all written materials including correspondence, visual presentation materials (transparencies and graphics)
Independently composes correspondence of varying complexity requiring detailed knowledge of departmental business, specialized vocabulary, and/or technical terminology Distribute correspondence and materials as needed for meetings and presentations
Schedules appointments for supervisor and other principals, briefing principals of items for consideration
Prepare meeting minutes, notes and summaries of agenda
Coordinates on and off site meetings, presentations, and conferences, includes travel as needed, developing agenda, taking meeting notes, and processing summary of proceedings.
When a meeting involves out of town personnel, support includes ground transportation, hotel accommodations as well as agenda coordination as needed.
Travel management for the Director, department personnel including travel visas, logistics and accounting.
Screen any incoming correspondence and use judgment to route new information or to alert principal to necessary immediate action
Performs administrative details such as database management, tracking and monitoring budgets and resolving any discrepancies, monitoring disbursements, preparing periodic reports
Screening telephone calls
Coordinating forms processing (e.g. travel vouchers, attendance sheets, EIRs)
Processing electronic/paper mail, and procuring supplies and/or services to ensure normal flow of office activities.
Maintains highly reliable record-keeping system.
Identify issues, establish priorities, and respond to support needs
Effectively utilizes network of appropriate contacts to resolve problems and facilitate appropriate decisions such as those regarding reorganizations, divestitures, litigation and personnel problems
Anticipates needs of supervisor and other principals, as well as department customers
Independently responds to internal and external technical inquiries and requests
Responsible for communication between management and their direct reports on critical issues impacting daily business operations, communicating requests and instructions when necessary
Maintains distributions lists, contact lists and teamrooms intended to facilitate communication for the group with the subsidiaries.
Serves as resource person, providing interpretation and individual application for standard departmental/divisional policies, procedures, guidelines, and practices, influencing adherence to and enforcement of policies
Suggests and implements improvements to office and department procedures, methods, and quality goals
Frequently works with highly sensitive and confidential information such as human resource planning, patents, salaries, performance correction plans, promotions, acquisitions, security issues, etc., with a high degree of integrity and judgment
Responsible for own and supervisor's quality of work by reviewing items for conformance to policies and procedures
Ordering and shipping samples for 3M subsidiaries and department cost tracking, spreadsheet development/system tracking. (3M systems required to use would be purchase requisitions, express vouchers, Cybershift, P-card, expense reports and GWN.)

Apply by eMail:do_not_reply@invalidemail.com

Job Created: Tue Nov 03 2009 07:18:51 AM
Last Modified: Sat Nov 21 2009 07:26:51 AM