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Position Overview

With minimal supervision, performs advanced administrative duties for an engineering staff, including receptionist duties. This position will report directly to the department executive.

The Sr. Administrative Assistant will be assigned a broad array of work that will include working with documents, spreadsheets, and presentations, filing, report editing, event planning, and telephone and receptionist duties. This requires the Sr. Administrative Assistant to work independently, to be organized, prompt and responsive to the staff needs in the office. As a Senior Administrative Assistant, the individual is expected to proactively anticipate department needs, schedule for those needs and keep the department executive updated on initiatives. The Sr Administrative Assistant will also be capable of adapting current departmental standard formats to any, and all assigned work products (MicroSoft Office Suites).

The position will seek to proactively recommend new methods and services to help cost control or improve departmental effectiveness and efficiency.

The Sr. Administrative Assistant will be required to keep sensitive information confidential and discreet.

Primary Responsibilities

Edit letters and memos, compose emails, and create spreadsheets and high-level PowerPoint presentations. Prepare various department reports and projects of intermediate to complex level. This work may include assimilation of data, document layout, preparing summaries and basic calculations, copying, spiral binding, scanning, and assembly. It may also require the assimilation of handwritten notes into a clear concise organized document. The Sr Administrative Assistant should have the skills to analyze the written material and make recommendations on the best format for the work product. Establishes, maintains, and revises departmental files (electronic and hard files). The Sr Administrative Assistant is capable of reviewing, the current department format and recommend more streamlined approaches or formats. Make travel arrangements and handle meeting logistics and meals for Fuel Tech personnel. Plan events as required for company functions. The Sr Administrative Assistant should review travel arrangement options and select the most cost-effective option without direction. Receive and direct telephone messages, personal calls, and incoming mail. Answer non-routine inquiries and route technical inquiries to appropriate personnel. Retrieve faxes and distribute to recipients. Package and ship small packages domestically using USPS, FedEx, UPS and DHL. The Sr Administrative Assistant should review various shipping options and select the most cost effective based on business needs. Supports programs such as Safety Awareness, Training, Quality and Apparel by actively managing monthly communications and participant registers as required. This role may require errands to the Post Office, Fuel Tech Suppliers, Fuel Tech Warehouse, and other local businesses as needed. If a company vehicle is available, it can be used. If it is not, then the Sr. Administrative Assistant will use personal vehicle and will be reimbursed for Auto Expenses at the standard IRS mileage rate. The Sr Administrative Assistant has the skills to pull multiple file formats into a single, final pdf document when required. Takes part in various meetings as required, serves as the official meeting recorder, drafts meeting minutes and publishes to the meeting facilitator/host for approval and final distribution. Other tasks and duties may be assigned by the department executive or others inthe organization.

Qualifications

Required Education and Experience

This position requires an Associates (2-year) college degree or an appropriate office/administrative certificate. Minimum 5-7 years of experience performing at a high level in an administrative assistant role with demonstrated success.

The Sr Administrative Assistant must be well versed in the use of Outlook, advanced MicroSoft Office Suite, including MS Word, Excel, PPT, VISIO, and Adobe. Will be responsible for office equipment (i.e., copiers and printers) and possess the ability to learn other office software.

Preferred Experience

Minimum 5-7 years Administrative work experience supporting an engineering staff preferred. Demonstrated high level performance required.

Fuel Tech INC

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