Administrative Assistant (Finance)

Job Summary The Administrative Assistant will provide support for corporate staff and manage various administrative functions within the organization. This individual will play a key role in travel planning, event coordination, expense reporting, and office management. Job Responsibilities Coordinate and assist with travel arrangements for corporate staff, ensuring itineraries are well-organized and efficient. Perform other administrative or clerical duties such as filing, photocopying, and collating as needed. Provide assistance in managing and processing corporate staff expense reports, ensuring accuracy and timely submission. Plan and coordinate special events, including strategic meetings (e.g., Strat meeting in July), operational reviews, executive visits, and other corporate gatherings. Manage catering arrangements for special guests and company events, ensuring appropriate food options are available and catering needs are met. Oversee the organization's master calendar, tracking corporate staff travel dates and scheduling important events and meetings. Coordinate and manage meeting invitations for recurring meetings, such as forecast calls, operational reviews, and weekly updates. Distribute the chop log to relevant stakeholders as needed. Facilitate the downloading and uploading of files to SharePoint, ensuring documents are properly organized and accessible. Maintain a clean and organized corporate area, monitoring housekeeping standards and addressing any issues promptly. Maintain a log of auto-renewal contracts and notify relevant parties when the renewal period is approaching. Coordinate and organize student tour events, managing logistics and communication with participants. Keep accurate records for drivers who utilize the company vehicle, ensuring compliance with company policies. Ability to communicate comfortably with staff, and visitors is required as wells as relate to others in a professional and pleasant manner in person and over the phone. Protect themselves and their co-workers by adhering to all company safety & health policies. Identify hazards in the workplace and report them to management and/or safety coordinator. Must work with the EHS department to ensure all local, state, and federal regulatory agencies requirements are met; OSHA, NFPA, DNR, EPA and Amphenol sustainability practices. Must work with the Quality department to ensure all quality standards are met for AS9100 certification. Comply with company policies and procedures. Perform other duties as assigned. Requirements Education: High school diploma or equivalent One year in an office setting Physical: Must be able to sit, stand, walk, bend, stooping, twist, reach, reach overhead. Must be able to lift and carry 0-20lbs occasionally. Knowledge: Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology. English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Skills: Active Learning — Understanding the implications of new information for both current and future problem-solving and decision-making. Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Attention to Detail —Being careful about detail and thorough in completing work tasks. Communicating with Persons Outside Organization — Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail. Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person. Computer Usage — Ability to use MS Office, fax, and use internet. Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources. Speaking — Talking to others to convey information effectively. Time Management — Managing one's own time and the time of others. Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job. Writing — Communicating effectively in writing as appropriate for the needs of the audience. Abilities: Deductive Reasoning — The ability to apply general rules to specific problems to produce answers that make sense. Near Vision — The ability to see details at close range (within a few feet of the observer). Number Facility — The ability to add, subtract, multiply, or divide quickly and correctly. Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences. Oral Expression — The ability to communicate information and ideas in speaking so others will understand Originality — The ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem. Speech Clarity — The ability to speak clearly so others can understand you. Written Comprehension — The ability to read and understand information and ideas presented in writing. Written Expression — The ability to communicate information and ideas in writing so others will understand.