Sodexo Inc. Executive Administrative Assistant in Albany, New York

Description/Job Summary

Job Overview:

The Sr. Unit Clerk will complete the clerical tasks assigned by the supervisor in accordance with corporate guidelines. Provide accurate, friendly quality service to customers/clients when processing customer/client transactions. The general responsibilities of the position include those listed below, but Sodexo may identify other responsibilities of the position. These responsibilities may differ among accounts, depending on business necessities and client requirements.

/General Responsibilities:/

  • Performs routine and varied clerical duties in accordance with standard procedures.

  • Performs activities such as photocopying, compiling records, filing, tabulating, posting information and scheduling appointments.

  • Writes types or enters information into computer to prepare correspondence.

  • Prepare issues and sends out receipts, bills, policies, invoices, statements and checks.

  • Maintains records, prepares forms, verifies information and resolves routine problems.

  • Conducts research when necessary.

  • Operates various office machines.

  • Opens and routes incoming mail, answers correspondence and prepares outgoing mail.

  • Answers telephone, conveys messages and runs errands.

  • May receive, count and deposit cash, as needed.

  • May include human resources functions (including benefit administration, personnel action forms and payroll processing) for the unit as well as the district and region.

  • Complies with all company safety and risk management policies and procedures.

  • Reports all accidents and injuries in a timely manner.

  • Participates in regular safety meetings, safety training and hazard assessments.

  • Attends training programs (classroom and virtual) as designated.

  • Serves as a lead unit clerk performing more advanced non-routine varied clerical duties in accordance with standard procedures.

  • Multi-tasks performing activities such as photocopying, compiling records, filing, tabulating, posting information and scheduling appointments.

  • May perform general accounting and complete Sodexo financial reports according to Sodexo policy and procedures.

  • May perform accounting and financial functions for multiple units.

  • May perform other duties and responsibilities as assigned.

  • /Job Qualifications:/*

/Experience/Knowledge:/

  • High School diploma, GED, or equivalent experience.

  • 3 or more years related experience.

  • /Skills/Aptitude:/*

  • Presents self in a highly professional manner to others and understands that honesty and ethics are essential.

  • Ability to maintain a positive attitude.

  • Ability to communicate with co-workers and other departments with professionalism and respect.

  • Maintains a professional relationship with all coworkers, vendor representatives, supervisors, managers, customers, and client representatives.

  • Must have basic phone and computer skills (email, texting, etc.).

  • /License/Qualifications/*

Certifications: None.

/General Qualifications:/

  • Willingness to be open to learning and growing.

  • Maturity of judgment and behavior.

  • Maintains high standards for work areas and appearance.

  • Maintains a positive attitude.

  • Ability to work a flexible schedule helpful.

  • Must comply with any dress code requirements.

  • Must be able to work nights, weekends and some holidays.

  • Attends work and shows up for scheduled shift on time with satisfactory regularity.

/Physical Requirements:/

  • Close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus, with or without corrective lenses.

  • Significant walking or other means of mobility.

  • Ability to work in a standing position for long periods of time (up to 8 hours).

  • Ability to reach, bend, stoop, push and/or pull, and frequently lift up to 35 pounds and occasionally lift/move 40 pounds.

/Working Conditions (may add additional conditions specific to defined work location):/

  • Generally in an indoor setting; however, may supervise outside activities and events.

  • Varying schedule to include evenings, holidays, weekends and extended hours as business dictates.

  • While performing the duties of this job, the employee is primarily in a controlled, temperate environment; however, may be exposed to heat/cold during support of outside activities.

  • The noise level in the work environment is usually moderate to loud.

  • Details*

Executive Administrative Assistant

Provides administrative and clerical support to UAlbany Sodexo Dining Services Resident District Manager and related Resident Dining Services and Catering administrative positions and departments. As designated, responsibilities include financial/payroll related reports, account management information gathering, assigned projects and follow up. Coordinates and maintains effective office procedures, efficient workflow and management of customers, clients and vendors. Exercises initiative and judgment to expedite significant matters or refers them to appropriate authority. Sensitivity to and protection of confidential matters/information is required. Ensures that Resident District Manager is current on daily program operation communications and matters related to Dining Services.

Responsibilities:

  • Manage incoming calls to the main phone line and directing them to the appropriate department. Follow through in a timely manner with specific sites and supervisors regarding employee call out/tardy messages.

  • Manage incoming Sodexo account mail to insure disbursement to correct/appropriate individuals and departments.

  • As assigned, compile and keep organized financial, petty cash, expense records as directed. Monitors/submits expenses as directed. Ensures expenses are correctly recorded.

  • As directed, contact vendors regarding invoice/expense questions. Take calls/inquiries from vendors and follow up timely and efficiently to address concerns, questions, problems etc. with the Retail General Manager.

  • As assigned, will follow up with key management, company property asset assignment/tracking as directed.

  • As directed, assists Resident District Manager with on-boarding of management new hire report to include follow up in areas such as equipment needs, space designation,IT support, assisting individual with on-boarding details such as badge as examples.

  • As directed, gather program/site information as directed for required reports and follows up with Resident Dining Operations General Manager, Retail Dining Operations General Manager, Marketing Director and Catering Director and other Sodexo staff as directed to resolve/ensure accuracy.

  • As directed, will call/schedule appointments/meetings on behalf of Resident Dining Manager. Organizes/schedules meetings to include Agenda preparation, materials, location confirmation, catering needs etc.

  • Manages the Resident District Manager s calendar and follows up with the Resident District Manager regarding calendar changes, reschedules, additions, etc.This includes travel and accommodation reservations for account visitors, Sodexo representatives.

  • Interfaces with community contacts as defined by task, assignment, bids, projects etc.

  • Responsible to ensure assigned task/projects are completed in a timely manner. As directed, will assist in employee announcements, company announcements etc. as directed/assigned.

  • As directed, will assist in UAlbany Sodexo Retail Dining Services public relations activities.

  • Perform additional duties/assignments as may be required by management.

  • BASIC REQUIREMENTS:*

  • High School Diploma or G.E.D.

  • Proficiency in MS Office to include Word, Excel, Power Point and Outlook

  • 5+ years of office administration experience or Bachelor s Degree in a related field

and 1+ years of related experience

  • Knowledge of scanners, including scanning in pictures, docs to pdf and to MS Word and conversion of docs.

  • Proven ability to focus on details/multi-tasking

PREFERRED QUALIFICATIONS:

  • Bachelor s Degree in a related field and 5+ years direct experience in office administration

  • Advanced knowledge of MS office to include Word, Excel, power Point and Outlook

Executive Assistant Skills and Qualifications:

  • Writing Skills, Reporting Skills, Supply Management, Scheduling, Microsoft Office Skills, Organization, Time Management, Presentation Skills, Equipment Maintenance, Travel Logistics, Verbal Communication

  • Demonstrated cultural sensitivity and ability to work in a diverse employee, client, student, and community environment.

Sodexo is an EEO/AA/Minority/Female/Disability/Veteran employer. Sodexo is committed to upholding the spirit and principles of the Rehabilitation Act of 1973 and the 1998 amendment to the Act. If, due to a disability, you require a reasonable accommodation to navigate this site and/or complete the on-line application process, please contact SodexoFrontlineApplicationSupport.USA@sodexo.com for assistance. For more information about our commitment to equal employment opportunity, please click here.