Senior Administrative Assistant

Company Description

Veolia in North America is the top-ranked environmental company in the United States for three consecutive years, and the country’s largest private water operator and technology provider as well as hazardous waste and pollution treatment leader. It offers a full spectrum of water, waste, and energy management services, including water and wastewater treatment, commercial and hazardous waste collection and disposal, energy consulting and resource recovery.

Veolia helps commercial, industrial, healthcare, higher education and municipality customers throughout North America. Headquartered in Boston, Veolia has more than 10,000 employees working at more than 350 locations across North America.

Position

Purpose:

Provides advanced level administrative and clerical support, typically in a specialized function or area to an assigned group.

Primary Duties/Responsibilities:

• Collects, compiles and reviews complex data and information for inclusion in reports and presentation materials. Works with assigned team to develop new and standard templates for departmental activities, reports and presentations to maximize efficiency and reduce turnaround time.
• Creates, runs and distributes standard and customized periodic reports. Prepares basic review /analysis of reports and provides summary and/or deviations to facilitate executive review. Maintains organized computer and/or hard copy files for easy identification and retrieval.
• Performs administrative duties, typically in a specialized function or area, including preparing documents, correspondence and reports for assigned departments. Composes and initiates correspondence and memoranda. Edits and proofs documents for grammar, spelling, and clarity of expression, organization, and conformance to company specifications. Proofs art or graphics and verifies that art and text agree.
• Answers questions via phone or email independently and provides accurate and timely information or technical guidance.
• Enters data from various sources to maintain and update various databases and spreadsheets. Ensures data integrity by verifying input and calculations.
• Regularly assists with departmental human resource functions, which may include training less experienced personnel, preparation of confidential personnel information and new hire orientation.
• Assists others in facility / office as needed.

Work Environment:

• Spends most of time in an office environment.
• Occasional visits to plant areas.
• Possible Work Hazards:
  Must take care in moving or lifting office supplies. Infrequent exposure to plant hazards including noise, heavy equipment, chemicals and fumes.

Education/Experience/Background:

• High school diploma or GED plus additional specialized courses or Associates Degree in a related field.
• At least five years directly related experience with thorough knowledge of departmental function, procedures, terminology and interrelationships.
• At least three years of internal experience preferred.

Knowledge/Skills/Abilities:

• Must demonstrate effective oral and written communication skills with good vocabulary, good grammar and the ability to independently compose routine written communications. Good telephone etiquette.
• Excellent PC skills with thorough knowledge of MS Word, MS PowerPoint, MS Excel / Access, and other departmental software programs. Ability to develop spreadsheets and modify formats in order to complete assignments and ability to recommend improvements.
• Above average organization & communication skills required to interact with multiple internal, external & executive contacts. Must demonstrate effective written communication skills with good vocabulary, good grammar and the ability to independently compose routine written communications. Good telephone etiquette.
• Must be able to handle diverse tasks simultaneously and work effectively with interruptions and consistently meet or exceed production and quality goals. Ability to handle confidential or sensitive information or issues.
• Must demonstrate ability to work in a team environment and willingness to assume additional or new responsibilities readily.

Physical Requirements:

• While performing…