Administration Associate Job
BASF - Wyandotte, MI

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Administration Associate-1202659

BASF is proud to be an Affirmative Action and Equal Opportunity Employer.

Description
Reporting to the Vice President and General Manager of the Midwest Hub Sites including Wyandotte and Southfield, this position will provide administrative support to the VP, multiple other colleagues in the site organization, and others as directed. Position is located in Wyandotte.

Responsibilities include, but are not limited to:
  • Serve as first point of contact in communications with internal and external clients, guests, etc. Screen incoming phone calls, correspondence and electronic mail and respond independently when possible
  • Scheduling of meetings, social and community events, including effective management and coordination of all logistical requirements including location siting, agendas, technical equipment availability/testing, minutes/actions, proposed invitees, invitations, RSVP management & adjustments, speaker coordination, catering and event budgets as required. Can include coordination of events sponsored or attended by BASF, as well as acting as host as required, both during and after regularly scheduled work hours
  • Utilize knowledge of community, social adeptness and external relations to maintain and improve BASF image - great place to work and help create great communities to live. Includes media awareness, scanning and sharing in coordination with public and community relations management
  • Coordination and preparation, including entertainment planning/arrangements, coordination of logistics, and international/domestic business travel (route planning, reservations, itineraries, passport/visa processing) and Wyandotte visitor registration for guests
  • Travel arrangements (including visa, permits etc. where required, entry & management of expense reports and supporting documentation) for supported team
  • Calendar management, including ownership of VP's schedule, with authority for independent decision-making to accommodate conflicting meeting requests, sending invitations on behalf of VP, etc.
  • Anticipate and plan meetings to further projects, goals and targets of VP and site team
  • Create, propose and manage timely recognition including nomination process, selection process and communication development
  • Manage and maintain office, conference room space and supply inventory including impeccable housekeeping and organization (6S methods)
  • Answer routine questions from support staff through comprehensive knowledge of company and organizational policies, practices and procedures
  • Processing of check requests and accounts payable invoices
  • Processing (including cover letter generation, filing and distribution) of mailings for agreements, contracts, non-disclosure agreements and letters of intent
  • Partner with and serve as back-up support for other Administrative Assistants
  • Ability to interface effortlessly with high-level executives and demonstrate impeccable handling of confidential and sensitive information Maintain office and lab space layouts for placement planning of people including proposing moves, logical groupings, and flexibility for future changes both planned and not yet planned
  • Maintain office and lab space layouts for placement planning of people including proposing moves, logical groupings, and flexibility for future changes both planned and not yet planned
  • Compose and prepare correspondence, presentations, reports, and other complex documents
  • Development and maintenance of annual planning to incorporate community events, environmental reporting, compliance actions, internal BASF topics like HR cycles, team vacation planning, townhalls, CAP meetings, Michigan Chemistry council, Michigan Chamber, Henry Ford Hospital systems and others
Qualifications - BASF recognizes institutions of Higher Education which are accredited by the Council for Higher Education Accreditation or equivalent
  • Minimum HS diploma or business secretarial school training with at least 5 years of experience as an administrative assistant a senior level executive in a related industrial, academic, or government environment. College degree a plus
  • Demonstrated proficiency in Microsoft Office Suite software (Word, Excel, PowerPoint). Proficiency in Internet Explorer, Lotus Notes and SAP also required
  • Create, organize and maintain large volumes of data, critical information, and complex scorecards using SAP and MS office tools. May include need to collect information from multiple sources, developing new formats for tracking and presenting information
  • Excellent verbal and written English communication skills, as well as excellent organizational and planning skills. Multilingual a plus
  • Must be a self-starter with demonstrated initiative and ability to anticipate needs and be highly articulate
  • Demonstrated work ethic; quality and attention to detail; ability to multi-task in a fast-paced environment
  • Demonstrated organizational and cultural awareness with ability to interact effectively with all levels of personnel including support for Wyandotte site cultural transformation
  • Strong team player with high service level approach to customer interaction and satisfaction
  • High energy, positive/can-do attitude, professional projection internally and externally
  • Demonstrated ability to deliver results and desire/drive to help others deliver successful results with ability to handle multiple priorities and to quickly and accurately respond to requests from many sources
  • Other routine administrative tasks as required including filing and electronic document processing
Primary Location: United States-Michigan-Wyandotte
Function: ADSU - Admin. & Office Support
Job Type: Standard
Shift: Day Job
Organization: (NC)-Marketing & Business Development - NA

BASF - 2 years ago - save job
About this company
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BASF is the world’s leading chemical company with about 112,000 employees and close to 370 production sites worldwide we serve...