Administrative Assistant

Nobody pours it on like Heinz!We offer motivated professionals an exceptional opportunity for achievement and career growth. You can be part of the team that helps deliver Heinz products to our consumers. When you join Heinz, you will be a member of the most talented team in the food industry. Some of our celebrated brands are Boston Market, Ore-Ida, Classico, TGIFridays, Deli-Mex, Mr. Yoshida's, Jack Daniel's sauce, Bagel Bites, Smart Ones and, of course, the Heinz brands (Ketchup, Condiments, and Sauces). Working for Heinz means you will develop personally and professionally! PURPOSE ¡V The Administrative Assistant provides direct and indirect administrative support to Executives and team members that enable maximum productivity. Coordinates and maintains effective office procedures applying time management techniques and efficient work flow while executing policies and procedures as established and defined by the Company and/or Executives. Establishes and maintains collaborative inter-department and multi-department relationships with supervisors, co-workers, as well as maintaining positive contacts with customers, clients, suppliers and others as required. Performs work for team members as directed. In managing the above, must multi-task, meet specified deadlines and maintain a flexible, positive attitude.PRINCIPAL ACCOUNTABILITIES ¡V Direct Responsibilities'X Coordinates Travel - including interfacing appointments and travel arrangements, working with the rules and regulations of the Travel e-system, booking hotels, air transportation, and rental /car services, while keeping a watchful eye on the budget. 'X BERT Management ¡V Enters all travel and entertainment expenses through the Business Expense Reporting Tool and ensures all expenses are cleared/processed on a timely basis.'X Heinz 57 Source Management ¡V Ensure all invoices are approved by supervisor and processed thru the Heinz 57 Source system upon receipt, including proper SCOA number application. Also place all office supply requirements thru Heinz 57 Source.'X Calendar Management - Schedules appointments and meetings, monitors calendar and weekly itinerary, making changes (canceling/rescheduling meetings), arranging physical location/ conference rooms and AV equipment. Provides reminders of meetings, and assembles appropriate back-up data & files. Schedules customer/client meetings when applicable.'X Pulls reporting information from appropriate databases. Creates reports and spreadsheets utilizing Microsoft Excel when necessary.'X Monitors budget and expense accounts. Brings irregularities to the attention of the manager.'X Performs administrative duties that are of high priority to the specific division and dependent upon the needs of the area and the manager¡¿s method of operation.'X Types various materials from written, rough copy, outline notes, or verbal instructions utilizing Microsoft Word. May require technical vocabulary or statistical formatting. Includes but is not limited to Business Plans, Strat Plans, AOP¡¿s, correspondence, reports, forms, purchase requisitions, minutes, recommendations, forecasts, monthly highlights, appropriations, transparencies, itineraries, etc.'X Creates/edits presentations utilizing all features of Microsoft PowerPoint and Excel within specified time constraints.'X Sorts, reads and annotates incoming mail and attaches appropriate files. Distributes mail not requiring manager¡¿s attention to designated persons or handles personally. Reviews incoming documents for accuracy of accounting distribution numbers, authorized approvals, etc.'X Maintains filing and records management systems and other office flow procedures.'X Maintains a system to insure proper lead-time and follow-up time for projects.'X Provides needed tools and resources for new hires and interns.'X Assists other Administrative Assistants to insure adequate services during illness, vacations, special projects, or other business needs.'X Receives and assists visitors as necessary including interview candidates.'X Performs other duties as assigned or as judgment or necessity dictates.Indirect ¡V Team Responsibilities 'X Performs administrative duties that are of high priority to the specific department and dependent upon the needs of the area and the team¡¿s method of operation.'X Maintains up-to-date files for correspondence, reports, manuals or records specific to the department.'X Sorts, reads and annotates incoming mail and attaches appropriate files. Reviews incoming documents for accuracy of accounting distribution numbers, authorized approvals, etc.'X Maintain appropriate level of office supplies for the team.'X Copier, Printer and Fax machine management.'X Provides mailing support through UPS, DHL, etc. following company guidelines.'X Meeting planning and coordination if necessary.'X Printing, copying, creating binders, etc. for the team as necessary.'X Provides needed tools and resources for new hires and interns.'X Assists other Administrative Assistants to insure adequate services during illness, vacations, special projects, or other business needs.'X Receives and assists visitors as necessary including interview candidates.'X Performs other duties as assigned or as judgment or necessity dictates. KNOWLEDGE/EXPERIENCE/COMPETENCIES- 'X 3-5 years of administrative experience.'X Working knowledge of business office procedures and organizational structure.'X Strong computer proficiency, utilizing Microsoft Word, Excel, PowerPoint, Outlook or other computer software.'X Problem solving skills and a strong attention to detail.'X Technical skills to include math, communication skills (written and verbal), organization skills, common sense, tact and diplomacy, professional telephone etiquette, time management, and goal setting.'X Ability to manage priorities and to make routine decisions independently.'X Ability to be politely assertive when making information request with good follow-up skills.'X Initiative and resourcefulness in collecting needed information from varied sources.'X Knowledge of consumer packaged goods trade practices.'X Sets clear priorities and focuses time and energy on them.'X Takes action; reliably delivers on commitments.'X Identifies ways to streamline and/or improve processes.'X Investigates, adopts, and initiates best practices. RESPOND HERE! Respond immediately by accessing the following dedicated online response form which will allow you to cut and paste your resume. This form will go directly and immediately to the hiring authority for this position. Access the online response form at: http://sh.webhire.com/servlet/resp/rf?jobid=2275640&boardid=749