Administrative Assistant

As the Administrative Assistant in the Site Support Services (SSS) and the Maintenance Excellence Department, you will provide general administrative support to the department while maintaining the highest level of discretion and confidentiality. You will network with and support all employees from craftspeople through senior leadership. This position reports to the Director of Site Support Services within Centralized Maintenance & Services (CM&S) Division.

• Process Director's Outlook mail and alert Director to any urgent notes; proactively plan and organize Director's calendar by arranging appointments, resolving conflicts and scheduling meetings and travel
• Schedule meetings, teleconferences and workshops, including leadership meetings
• Assist Area Managers, Team Managers (TMs) and craftspeople, as needed
• Maintain department leadership team vacation schedule
• Serve as Workforce delegate for Director's direct reports, approving time and working through issues
• Maintain the On-Call Allowance for burner changes in Coal Gas
• Provide computer hardware and software technical support to the department
• Serve as Department Training Coordinator
• Serve as Event Coordinator for Respiratory Protection program and Hearing Conservation program
• Plan service anniversary and retirement celebrations, Maintenance Apprenticeship Program (MAP) graduation celebrations and any other departmental activities
• Coordinate employee moves into and out of department
• Send out condolence notes, other special events information
• Maintain locker list for buildings and assign lockers
• Work with Division SharePoint Team to maintain and manage department SharePoint sites
• Welcome guests and make necessary arrangements for internal or external visitors, which could include visitor passes, escorts, meeting rooms, refreshments, etc.
• Ensure office equipment is maintained and in working order
• Maintain in-office radio and notify staff of emergencies
• Maintain Eastman Pcard to order supplies, food, etc. Use the Concur system to manage expenses of that card, reallocating purchases to appropriate cost centers and G/L accounts.
• Enter purchase requisitions as needed
• Review and send out crew canvasses to the appropriate candidates, gather responses and give canvass results to Managers
• Maintain the following: department organization chart, SharePoint sites, gift card and confidential and critical lists, Procedures Central for policies & procedures\document control, office supply inventory, conference room schedules, bulletin boards, electronic filing systems and department security groups
• Maintain conference rooms and their schedules
• Drive annual review of department files
• Develop and update department measures and reports
• Support initiatives outside of immediate department
  
  

• High school diploma or equivalent required
• Ability to maintain confidentiality
• Excellent skills in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams) required
• Experience with SharePoint, Workforce, Concur, PowerBI and SAP/Ariba highly preferred
• Previous administrative experience highly preferred
• Excellent written and verbal communication skills
• Excellent judgement and decision-making skills
• Adaptable, versatile and able to prioritize and complete multiple tasks or projects simultaneously in a deadline-driven, fast-paced environment
• Strong planning and organizational skills with a service-oriented and patient mindset
• Ability to develop a proficient knowledge of Eastman administrative procedures and systems
• Exceptional attention to detail, with the ability to produce accurate work
• Possess initiative to develop and complete projects aimed at improving workflow and processes
• Proactive in anticipating questions and providing information
• Contribute to Team Safety and efficiency efforts
• Ability to work varied schedules and overtime according to business needs