Responsible for supporting the MMS Finance Department with administrative functions and assist with or handle some elements of special projects. Many aspects of the role will require the ability to handle/process information with the utmost confidentiality
Works under general supervision to support the MMS Finance team of approximately 35-40 employees and will not have any direct reports.
Reporting and Working Relationships
Reports directly to the MMS Finance Leadership team and works closely with the managers of the MMS Finance Organization, Human Resources, other levels of employees throughout the Maritz organization that may provide support for various projects, outside clients, vendors and suppliers.
Job Responsibility Time Spent(%)
Reporting: Runs queries for and manages specific monthly reports and metrics for the business unit/department. Review, identify trends or provide subsequent feedback on areas that require more in depth analysis. Distribute departmental reports to the key stakeholders. 50
Administrative: 1. Screens telephone calls, e-mails, voice mails, and takes appropriate action. Responds to routine requests by researching information and conducting some analysis. 2. Maintains calendar, schedules appointments and meetings, makes travel arrangements. 3. Sets up the web ex and meeting rooms and handles logistics for on-site meetings. 4. Resolve routine & non-routine problems based on knowledge of priorities, policies, procedures, or practices. Discreetly handles confidential information. 5. May order departmental supplies and/or subscriptions, pay bills, and/or track expenses. May approve invoices and assist with budget preparation. 15
Be available to provide cross-functional support to other MMS Administrative assistants and Finance employees, as appropriate. 10
Serve as project coordinator or team member for specified MMS Finance initiatives that may vary in size, frequency, and level of complexity. As required, keep Finance leadership informed on the details and/or milestones of the assigned initiatives and bring forth any hurdles that may be causing barriers to completion. 10
Continuously seek ways to improve departmental processes and document steps to completion of keys aspects of the role. 5
New hires/Terminations: 1. Prepare for the arrival of new employees in the department by completing appropriate forms in Employee Self Service (ESS) system (i.e., new user request to request user ID, order hardware, set up user in TIME system, order telephone, voice mail, etc.). 2. Complete appropriate form in ESS system when employees are exiting Maritz from the department (i.e., termination form to signal pick up of hardware, telephone, termination of system access, voice mail, etc.). 5
Provide support for other duties as assigned by other team members within MMS. 5
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(1) High School Diploma, some college/degree preferred. Accounting or finance classes preferred. (2) Three to five years administrative assistant experience. (3) Strong skills in MS Excel, Powerpoint and Word required (4) Excellent organizational and interpersonal skills.
MS EXCEL - INTERMEDIATE - Required
MS OUTLOOK - ADVANCED - Required
MS POWERPOINT - ADVANCED - Desired
MS POWERPOINT - INTERMEDIATE - Required
MS WORD - ADVANCED - Required
Adaptability & Resourcefulness
Judgment & Decisiveness
Planning & Organizing
Maritz Inc., which ranked 157th on the most recent Forbes list of "500 Biggest Private Companies," is based in the St. Louis...