Administrative Assistant III- Customer Experience

Job Summary

Under general supervision, this role provides the highest level of clerical and administrative/secretarial support to a management level(s) and department or staff.

Responsibilities include the following: 

Administrative & Operational Expertise

• Will provide progressive clerical, senior leader support, and office management experience, supporting senior leaders in a fast‑paced, deadline‑driven environment.
• Manage multiple administrative functions simultaneously, including invoice processing, time administration, calendar management, travel coordination, and procurement support.
• Prioritize competing demands across leaders, teams, and multiple office locations while maintaining accuracy and responsiveness.

Financial, Procurement & Systems Knowledge

• Invoice processing, cost tracking, and reconciliation, including verifying accuracy, resolving discrepancies, and ensuring timely processing.
• Purchase Order (PO) lifecycle management, including tracking requisitions, monitoring expiration/renewals, and coordinating with contract leads.
• Proficient in SAP ERP (or similar enterprise systems) for invoicing, PO management, and administrative transactions.
• Solid understanding of company financial controls, procurement policies, and approval processes.

Time Administration & Compliance

• Administering timekeeping systems, monitoring submissions, correcting errors, and ensuring compliance with company policies and payroll deadlines.
• Work with employees, managers, Human Resources, and/or IT to resolve time reporting issues accurately and confidentially.

Calendar, Travel & Logistics Management

• Logistical planning skills for meetings, offsites, and team events, including room reservations, catering, and vendor coordination.
• Manage calendars for senior leadership, including conflicting priorities, confidential meetings, and shifting schedules.
• Coordinating travel, including flights, hotels, ground transportation, and expense documentation.

Office & Multi‑Site Support

• Build effective working relationships with local site contacts.
• Supporting multiple office locations, ensuring consistent ordering of supplies and equipment readiness.
• Anticipate office and team needs and proactively resolve issues before disruption occurs.

Job Summary Continued

Communication & Stakeholder Support

• Exceptional oral and written communication skills, with the ability to interact professionally with all levels of leadership, employees, vendors, and external partners.
• Strong customer service mindset, balancing responsiveness with discretion and professionalism.
• Collect, analyze, and compile information to provide clear summaries, updates, or recommendations to leadership.

Judgment, Initiative & Discretion

• High level of integrity, discretion, and sound judgment when handling confidential information and sensitive matters.
• Initiative in identifying process improvements, efficiency gains, or administrative best practices.
• Work independently with minimal direction while knowing when to escalate issues appropriately.

Planning, Organization & Technical Skills

• Outstanding planning, organizational, and time‑management skills, with exceptional attention to detail.
• Provide logistical and administrative support as needed during storms which may include coordination of resources, supplies, and communication support.
• Strong proficiency in Microsoft Office Suite, especially:
  • Outlook (calendar management, scheduling, correspondence)
  • Excel (tracking, logs, basic reporting)
  • Word and PowerPoint (documentation and presentations)
  • Operating standard office equipment and collaboration tools to support daily administrative operations.

Company Knowledge & Adaptability

• Quickly learn company policies, procedures, and organizational structure.
• Adapt to changing priorities, evolving processes, and new systems with a positive, flexible approach.

Required Knowledge, Skills, Abilities & Experience

5+ years of administrative, clerical, or office management experience, including support of senior leadership in a professional environment.

• Demonstrated experience with time administration, invoice processing, and administrative financial tracking, ensuring accuracy and timeliness.
• Proven ability to manage calendars, schedule meetings, and coordinate travel.
• Experience tracking, renewing, and managing Purchase Order requisitions and working with finance/procurement teams.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, and PowerPoint) and SAP ERP (or similar enterprise systems), and strong working knowledge of administrative workflows.
• Strong planning, organizational, and multitasking skills, with the ability to support multiple priorities and office locations simultaneously.
• Effective professional oral and written communication skills with multiple stakeholders including executives, employees, and vendors.
• High level of initiative and demonstrated judgment and discretion when handling confidential information and sensitive matters.
• Ability to support logistical coordination for team engagement activities, meetings, storm/emergency response, and multi‑site operations.
• Knowledge and understanding of company policies, practices and procedures.

Education Requirements

Required degree (equivalency not accepted in lieu of required degree):

High School Graduate , GED

Licenses, Certifications, or Quals Description

Working Conditions

Other Working Conditions

Test Description

This job requires recommended test results from SHL Microsoft Assessment(s) administered online during the employment selection process.

Microsoft Word - This test evaluates a candidate’s ability to perform certain operations in a simulated environment of Microsoft Word, and includes the following topics: Applying Illustrations and Graphics, Applying Page Layout, Creating Content, Creating, Printing, and Saving Documents, Formatting Content, Proofreading Documents and Reviewing, Maintaining, and Securing Documents.  

Microsoft Excel - This test evaluates a candidate's ability to perform certain operations in a simulated environment of MS Excel, and includes the following topics: Applying Formulas and Functions, Creating and Analyzing Data, Formatting Cells, Data, and Content, Managing Workbooks and Worksheets, Presenting Data Visually, and Printing and Views.

Microsoft PowerPoint - This test evaluates a candidate’s ability to perform certain operations in a simulated environment of Microsoft PowerPoint, and includes the following topics: Applying Transitions and Animations, Creating, Managing, and Saving Presentations, Formatting Presentation Content, Reviewing, Collaborating, and Delivering Presentations, and Working with Multimedia Elements, Images, and Illustrations.