Senior Executive Assistant Job

Based at Arkema Inc’s Corporate Headquarters and R&D Center in King of Prussia, PA, the Senior Executive Assistant reports to the Director of Fluorochemicals R&D, and is responsible for providing administrative support to the Fluorochemicals R&D, Corporate Research and Oxygenated Products R&D teams at the King of Prussia center.

Provide general administrative assistance to Fluorochemical, Oxygenated Products and Corporate R&D directors and their teams at the King of Prussia R&D Center – approx. 25-30 staff members.  Anticipate needs, carry out policies, implement decisions and carry out tasks.

Purchasing /Finance Activities (60%)

• Create and maintain data/records in key databases, including: SAP, Impact, R&D Portfolio, Sharepoint, DocuSign.
• Understand and stay current on policies related to purchase of goods and services:  support team with purchases using purchasing card or purchase order, including managing framework POs.
• Prepare, process and track documents for capital purchases, including end of year accruals
• Responsible for administering safety shoe reimbursement program for the site
• Run monthly budget reports to track and characterize Department expenses
• Maintain personnel hours and expense tracking databases for government funded R&D projects, working closely with technical and accounting teams.

Administrative Responsibilities (40%)

• General administrative duties, including phone coverage, planning and scheduling travel and meetings, filing expense reports, maintaining confidential records and controlled documents
• Work with department leadership to coordinate all of the activity related to recruitment of new staff, including candidate interview travel, schedules and expense reimbursement.
• Support on-boarding process for new hires including full time, temporary employees, and international student interns
• Support portfolio and project management using appropriate tools and databases.
• Schedule Project Gate meetings and maintain records of projects and portfolio of gate projects.
• Support for hosting site visitors
• Maintain standard office supplies, printers and copiers.
• Document safety-related activities, including scheduling, coordinating and follow-up actions and participate in site safety programs.
• Supports the site HES policy and complies with all regulatory and internal requirements
• Participates in HES activities provided by site management and Arkema Inc. (e.g., Behavioral Base Safety, SafeStart, etc.)
• Supports and promotes the reporting of all health, safety, environmental, near-miss, accident or injury incidents

Requirements

• High School diploma with 5-7 years of administrative support experience with a mid-to-large size department
• BS or AS degree preferred
• Position requires an independent, self-motivated, organized, detail oriented and flexible individual with excellent communication skills and the ability to interface and collaborate effectively with individuals at various levels and across functions, both within and outside the company
• Must have strong PC and software applications skills (MS-Office); prior experience with SAP and Sharepoint is a strong plus, together with data organization and analysis
• Technically savvy to support Digital Transformation initiatives
• Excellent grammar and spelling; accurate typing and proofreading
• Desire to grow personal skillset - ability to envision and develop alternative approaches to solve problems
• Ability to act with discretion in handling confidential information
• Professional image and accountability required