Office Administrator B
Boeing - Salt Lake City, UT

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On a daily basis support Salt Lake City site front-line managers and employees traveling. Creates, edits and maintains electronic and written communication such as memos and organization charts. Prepares reports, presentations ad flow charts with general guidance and direction using applicable company standards. Reviews and processes incoming and outgoing communication and correspondence to ensure proper dissemination of information. Communications are typically of a general nature relative to the organization.

Prioritizes and schedules management-level employee time and availability for efficient use of resources. Prepares reports, presentations and flow charts. Processes incoming and outgoing communication and correspondence to ensure proper dissemination of information. Prioritizes and schedules management level employee time and availability for efficient use of resources. Plans the acquisition and maintenance of resources. Plans and implements logistics for internal and external events and meetings. Works under general supervision.

Coordinates and processes domestic and international travel arrangements, monitors designated business traveler's logistics, generates expense reports and assists in reconciling corporate credit card charges to ensure timely and accurate reimbursement and verifies payments to credit cards. Collects and compiles data to provide visibility of status of traveler's review and/or signature. All following standard Boeing policies and tools to ensure travel efficiency. Provides guidance to less experienced employees.

Coordinates and processes requests for catering in our business. This includes collecting the completed, signed form, arranging for delivery of the food items, creating an expense report for the event. This also includes partnering with the organizing the event and obtaining their contact for food delivery, set up and clean up.

Tracks and maintains designated conference rooms, projectors and various other equipment for availability, orders and maintains office supplies and inventories. Plans and implements logistics for internal and external events and meetings.

Performs various tasks contributing to office organization and efficiency. Must have good interpersonal communication skills, dependability and willingness to work in a team environment, maintain positive working relationships with internal and external customers at various levels internal and external to the Salt Lake City site. This includes demonstrating excellent verbal and written skills in interacting with customer base and executing customer needs. Must be able to organize, prioritize and structure tasks and information for efficient use of time. Coordinates site events such as the All Hands meetings, All Manager meetings, Roundtables, other site activities and site visits. This includes developing the agenda (under manager direction), managing the calendar for those events and inviting the applicable customer base. Ability to operate cameras necessary for those events captured through photographs and posting the photographs on the local website and the plasma screen.

Coordinates under general direction, with the appropriate focal(s) to support the acquisition and maintenance of resources such as computing equipment, telecommunications and office equipment for the workgroup.

Executes some discretion in prioritizing and managing the manager's time and avail ability using calendars and virtual resource tools to allocate efficient use of time. Schedules meetings for the workgroup as needed.

Competencies

General

[ + ] Adaptability

Generally understands changes in own and others' work-group tasks and situations as well as the logic or basis for change; generally seeks information about changes affecting own and fellow employees' jobs. Treats changes and new situations as opportunities for learning or growth; focuses on the beneficial aspects of change; speaks positively about the change to work group members, direct supervisor, and occasionally members of others work groups. Quickly modifies behavior to deal effectively with changes in the work environment; readily tries new approaches appropriate for new or changed situations; does not persist with ineffective behaviors.

[ + ] Building Trust

Demonstrates honesty; keeps commitments; behaves in a consistent manner. Usually shares thoughts, feelings, and rationale so that work group members, direct supervisor, and occasionally members of others work groups understand personal positions. Generally listens to others and objectively considers others' ideas and opinions, even when they conflict with one's own. Treats people with dignity, respect, and fairness; gives proper credit to others; stands up for deserving others and their ideas.

[ + ] Collaboration

Generally works effectively and cooperatively with work group members, direct supervisor, and occasionally members of others work groups; establishes and maintains good working relationships by helping people feel valued, appreciated, and included in discussions. Places higher priority on team and/or organization goals than on own goals. Normally offers to help work group members, direct supervisor, and occasionally members of others work groups when they need assistance.

[ + ] Customer Focus

Considers customers and their needs when performing and/or working with others on routine tasks; supports others and occasionally becomes directly involved in developing and sustaining customer relationships; assists more experienced employees in seeking information to understand customers' circumstances, problems, expectations, and needs; prepares information which more experienced employees will share with customers to build their understanding of issues and capabilities; considers how day-to-day actions or plans affect customers; responds quickly to help others address customer needs and resolve problems.

[ + ] Initiating Action

Generally takes independent action when confronted with routine problems or situations. Implements new ideas or potential solutions without prompting; does not wait for others to take action or to request action. Occasionally takes action that goes beyond job requirements in order to achieve objectives.

[ + ] Managing Work

Has a general sense of more critical and less critical activities and tasks; adjusts priorities when appropriate. Generally ensures that required equipment and/or materials are in appropriate locations so that own and others' work can be done effectively. Allocates own time to complete work; tries to coordinate own and others' schedules to avoid conflicts. Usually takes advantage of available resources (individuals, processes, departments, and tools) to complete work efficiently. Uses time effectively and rarely allows irrelevant issues or distractions from interfering with work completion.

Technical

[ + ] Analytical Skills

Skill and ability to: collect, organize, synthesize, and analyze data; summarize findings; develop conclusions and recommendations from appropriate data sources at the work group level.

[ + ] Handling Boeing Proprietary

General level skill and ability to work with sensitive information, safeguarding confidential information and working with it dispassionately.

[ + ] Information Technology Fluency

General ability in the use of personal computing hardware and software to enter project information, such as, task status, cost estimating, and tracking. General knowledge of processes and tools to maintain, archive, and retrieve digital files. General knowledge of constructing/building reports and presentation materials as needed for assigned projects or in support of higher-level project leads on large projects.

Basic Qualifications For Consideration

Do you have experience as an Office Administrator?

Do you have experience using Microsoft Office applications including Excel, PowerPoint, and Word to create or update spreadsheets, presentations, and documents?

Do you have experience using Microsoft Office Outlook email and calendars?

Do you have experience arranging business travel and generating expense reports?

Typical Education/Experience

High school diploma or GED and typically 1 or more years' related experience or an equivalent combination of education and experience.

Boeing - 2 years ago - save job
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The Boeing Company (Boeing) is involved in the design, development, manufacture, sale and support of commercial jetliners, military...