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Operations Administrative Assistant II

Company: Northwestern Mutual
Location: New York
Posted on: August 24, 2019

Job Description:

Operations Administrative Assistant II ====================================== Apply now Date: Aug 17, 2019 Location: New York, NY, 10003 At Northwestern Mutual, we are strong, innovative and growing. We invest in our people. We care and make a positive difference What's the role? The Operations Administrative Assistant is an intermediate administrative role. The individual in this role completes many routine tasks to support the business operations. Work can be performed with moderate supervision, where authority to make decisions can progress over time with accountability to leadership. Supervisor approval may be required prior for some work. The Operations Administrative Assistant is responsible for supporting entire Site Operations Team and for the day to day coordination and project management for the team. This role will may include placing purchase orders, creating budget and spend reports, organizing projects, tracking shipments, maintaining project files, and various other duties to support the team. Administrative Support (100%) - This work is a series of general, routine tasks (i.e., performed on a regular basis such as, daily, weekly, monthly, quarterly, etc.) required to support the principal and general business operations of the department. These tasks may include all or some of the following. * Responsible for coordinating onsite operations projects as directed and on a daily basis for Site Operations Leadership, project may include: occupancy/vacancy updates, space/facilities/furniture/F&B inventory, and budget management. * Develop, implement, and/or maintain electronic filing systems * Coordinate onsite and offsite meeting arrangements and/or meals for lunch or dinner meeting * Manage calendars - Accept/decline meetings for operations team, re-schedule meetings, maintain and update NY events and ops calendar, coordinate with A/V and Facilities for larger meetings. * Assist Site Operations Leadership team with completing expense reports or making purchases (i.e., supplies, conferences, etc.) * Data entry for budget and spend to be provided on a weekly and monthly basis to Site Operations Leadership (i.e., excel spreadsheet) * Requires the ability to problem solve, prioritize requests, exercise judgment and execute to job completion. * Assist Site Operations Leadership with the research, specification and coordination of the selection process with onsite operations vendors. * Assists in shipping & delivery for entire office * Coordinate and communicate daily operations team tasks, Comms, and projects * Provide reception desk coverage as needed * Assist with event setup, catering, and conference room administration * Assist security with manning freight elevators and intercoms as needed * Invoice reconciliation for events and office supplies * Create, draft, transcribe, or edit documents (memos, records, meeting minutes, supporting documents for meetings, agendas) Bring Your Best! What this role needs: * A minimum of two years of previous of operations/administrative experience * Book keeping experience is a plus * Proficiency in Word, Excel and PowerPoint preferred * Demonstrated accuracy in grammar, spelling and proofreading * Demonstrated superior verbal and written communication skills. * Ability to maintain strict confidentiality, demonstrate professionalism, and exercise tact and diplomacy in dealing with others * Proven ability to apply good judgment in making independent decisions and coordinating information. * Demonstrated ability to handle multiple priorities and changing deadlines. * Proven ability to work independently and with initiative in completing work assignments and meeting deadlines. * Must apply judgment relative to the function and aesthetic characteristics of all standards selected. Grow your career with a best-in-class company that puts our client s interests at the center of all we do. Get started now! We are an equal opportunity/affirmative action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender identity or expression, sexual orientation, national origin, disability, age or status as a protected veteran, or any other characteristic protected by law. Req ID: 25573 Position Type: Regular Full Time Education Experience: Bachelor's Desired Employment Experience: 0-2 years Licenses/Certifications: Not Applicable FLSA Status: Non-Exempt Posting Date: 07/15/2019 Apply now

Keywords: Northwestern Mutual, Philadelphia , Operations Administrative Assistant II, Administration, Clerical , New York, Pennsylvania

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