Administrative Assistant - GA

Salary Range: $24.00 - $28.75

Summary

The administrative assistant will function as both the corporate receptionist and also provide administrative support services to Technical Division. Organize, maintain and distribute documentation and information. Support corporate-wide events.

Duties and Responsibilities

• Greet and direct visitors in a professional manner. Maintain log of visitor arrivals and departures and issue appropriate visitor pass. Maintain visitor welcome board and coordinate with guard to prepare for guest arrival as necessary.
• Maintain database of required visitor documentation including Export Screening and ensure compliance with outlined procedures prior to allowing visitor to proceed beyond lobby area.
• Answer incoming calls promptly and professionally and route calls to appropriate party.

·         Provide administrative support to Technical Directors. Coordinate business travel arrangement, issue expense reports and schedule meetings.

·         Assist with maintaining and organizing documentation and information needed for management tasks performed by Technical Members.

·         Assist with supporting purchase and request order procedures for the division wide needs.

·         Provide regular courier service to deliver mail between Composite Materials Research Laboratory and the main building and distribute mails within the division. 

·         Assist with coordination, planning and execution of division-wide events such as group meetings (agenda and moderator), internal conferences and guest visits.

·         Act as division conference room coordinator by posting daily room schedules, resolving reservation conflicts and maintaining necessary conference room supplies.

·         Work with others to achieve an atmosphere of teamwork and continuous improvement.

·         Assist with maintaining and improving library system of the division.

·         Support corporate-wide events such as Employees Appreciation Days, activities and charity events

·         Order, pick up and serve meals and beverages for guests as requested

Skills and Specifications

• Strong verbal and written communication skills in English
• Possess a good knowledge of administrative support techniques and procedures.
• Ability to work well under pressure.
• Ability to set priorities.
• Ability to self-motivate and take initiative.
• Knowledge of record keeping techniques and procedures.
• Ability to work well as part of a team.
• Ability to develop close working relationships with internal and external customers.
• Ability to work well with diverse personalities and cultures.

Education and Qualifications

·         High school degree or GED required.

·         One to three years of similar or related experience.

·         Minimum of one year administrative/secretarial experience required.

·         Knowledge of Japanese business culture is required

·         Accounting, administrative, or clerical skills preferred.

·         Experience in workplace with multi-cultural environments preferred.

·         Personal computer experience in Microsoft applications such as Word, Excel and PowerPoint, required.

·         Experience in Art software such as Adobe, Photoshop, illustrator or InDesign is highly preferred

·         This position involves working with technologies and information which are subject to U.S. export control regulations.  Under these regulations, Toray Composites must review certain candidate information including citizenship, basis of United States work authorization and country of origin.  This information will be used for export control screening purposes only.

Compliance with US Export Control Regulations: This position requires use of information which is subject to the International Traffic in Arms Regulations (ITAR) and/or the Export Administration Regulations (EAR).  In order to comply with these regulations, applicants for employment must be a “U.S. Person” as defined by the ITAR and/or EAR.  The definition of “US Person” includes U.S. citizen or national, U.S. permanent resident, or lawfully admitted into the U.S. as a refugee or granted asylum. 

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Job tasks are usually performed in an office environment.

Position requires the ability to read, write, speak and understand English at a level necessary to successfully perform assigned responsibilities.  Ability to utilize/operate a computer, peripheral equipment and appropriate software.  Ability to perform basic mathematical computations (add, subtract, multiply, divide) and to understand and apply work specifications in the completion of work tasks. The ability to hear, speak, use hands/fingers and the repetitive motions of hands/wrists are frequent.  Ability to occasionally lift up to 40 pounds. Ability to move within the production area and occasionally climb stairs. Vision abilities require the adjustment and focus of sight.  Ability to wear Personal Protective Equipment as required. Must be able to perform the essential functions of the position with or without accommodation.

Health Benefit Coverage starts the first day of the month after hire date.

• Medical and RX- Regence Blue Cross of Rhode Island (Gold, Silver, HSA)
• Vision Coverage- VSP 
• Dental Coverage – Delta Dental of Rhode Island
• Flexible Spending Accounts (FSA)
• 80 Hours of Vacation Time Off annually (additional hours awarded after 3 years)
• 64 Hours of Personal Time Off annually 
• 3 Paid Floating Holidays
• 8 Paid Company Recognized Holidays
• Life Insurance- pays your beneficiary twice your annual salary
• Accidental Death & Dismemberment Insurance- pays your beneficiary twice your annual salary
• Short/Long Term Disability
• Voluntary Supplemental Life Insurance
• Toray Corporate Perks
• John Hancock 401K –CMA matches 50% of first 8% of your contribution
• Service Awards @ 3, 5, 10, 15, 20, 25 and 30 years
• Recognition Awards
• Annual Discretionary Bonus Program

•  #INDCMA
• #TACMA