Administrative Assistant II | Hybrid at TalentBurst

Administrative Assistant
Portland, OR 97204
6+ Months

Hybrid Schedule: 2 - 3 days in the office.

Provides administrative support to a manager and her teams; receives visitors, callers and incoming mail and refers to appropriate staff member or PGE department or personally handles as directed; uses software applications to prepare emails, correspondence, reports, presentations, agendas, meeting minutes, etc.

What this person should expect to experience in a 'day in the life” for this role?
General Office Support/Administration. Admin Assistant will support our Enterprise Data Strategy area in Business. They would provide a full range of administrative support to the Director and her teams to enhance efficiency and support the achievement of business goals. We are looking for someone with strong organizational and scheduling skills that is agile and change friendly.

What interaction level with this role have the team members and hiring manager?
The person is mainly interacting with 4 leaders on organizing team activities and with 3 other project leads to help with ongoing vendor requisitions and monthly invoicing.

What would you say is the top priority for the worker over the first few weeks/months?:
Knowledge transfer and getting transitioned over invoicing, requisitions and statement of work. Gaining knowledge of Coupa process.

What is the size of the team this resource will be working with?
Support 4 managers – total team size: 26

Required Skills
Is utilities experience required? (Y/N) N

Top 3 Must-Haves (Hard and/or Soft Skills):
1. Communication
2. Good written and oral communication
3. Intermediate computer skills using administrative software applications: Microsoft Office (Word, Excel, PowerPoint, SharePoint)

Top 3 Nice-To-Haves (Hard and/or Soft Skills)
1. It will be great if they can put together good power points
2. Intermediate decision-making skills
3. Working business process interrelationships skills.

Education Requirements (Experience in Lieu of Degree):
High school diploma or equivalent

How many years of experience are you looking for?:
At least 2 years of experience

Purchasing/Contracting Support

• Purchases a variety of supplies, services and equipment using purchasing cards and informal acquisition procedures; reconciles purchasing card statements; initiates purchase requisitions; tracks status of all purchase requisitions and purchase orders; administers service contract(s) for department or facility.

• Planning team events, organizing speakers, food/snacks etc.
• Support travel needs – booking/reservation of flights, hotels etc.

• Calendaring staff meetings, revenue recovery meetings, officer presentations etc.
• Calendaring finance & HR meetings (monthly) and ensuring that the invoices are received and paid on a timely basis
• Calendaring IT and Advanced Delivery connections
• Supporting my leaders on their rhythm – staff meetings, offshore meetings, project meetings etc.
• Support laptop/office supply requests
• Location: 1 World Trade Center