Administrative Assistant

Siemens; Portland (OR); On-site; USD 45,000 - 78,000; Full time

Benefits offered by this job

Health and wellness benefits

Job summary

Siemens in Portland, OR is hiring an Administrative Assistant to support a busy office. Under supervision, you will organize supplies, schedule resources, answer calls, and draft routine memos and presentations.

The role requires 3+ years of secretarial experience, a high school diploma or GED, and the ability to work legally in the United States without sponsorship. Siemens offers health benefits and a supportive environment.

Qualifications

• High School degree or state-recognized GED.
• 3+ years of secretarial and administrative experience.
• Requires the ability to exercise normal independent judgment and basic reasoning skills.
• Demonstrated on-the-job experience with report generation, presentations, and general correspondence.
• Legally authorized to work in the United States on a continual and permanent basis without company sponsorship.

Responsibilities

• Under direct supervision, provide general administrative/secretarial support to a department or group of professionals. Exercise limited discretion and independent judgement to respond appropriately to administrative needs.
• Prepare and type drafts, articles, reports, proposals, charts, and a variety of routine correspondence using appropriate PC-based software packages for word processing, presentation, and spreadsheet applications. Proofread and edit drafts and final materials for appropriate and consistent format and corrects punctuation, spelling, and grammar
• Receive and respond to routine correspondence, following established procedures with limited management review. Compile basic information for inclusion in reports or presentation materials, prepare charts, graphs, and tables as necessary
• Receive, screen, and route incoming telephone calls, furnish information when possible, and convey messages to appropriate personnel; place calls, receive visitors, and arrange appointments. Receive and distribute incoming mail, assemble correspondence for mailing, receive and transmit material using fax machine and collating and assembling documents
• Monitor inventory levels of office and departmental supplies, initiate purchase orders as necessary to maintain proper inventory or meet department office supply needs. Maintain various department record(s) in accordance with company policies and procedures
• Schedule conferences, meetings, and appointments; notify attendees and make necessary arrangements. Arrange and confirm travel reservations selecting an economical and time efficient mode of transportation and lodging. Perform related duties as assigned
• Exercise independent judgment
• Assist with processing purchase orders and vendor set ups through Supply Chain Management Systems
• Assist support team with additional projects and tasks, (Fleet Management, Customer Set Up)
• Supports lead administrator with onboarding and offboarding, updating organization charts and lists, device ordering and access cards
• Fleet coordination – assigning vehicles & ordering new vehicles fleet paperwork transfers & terminations
• Safety admin coordination, SAP, and work center maintenance
• Coordinating branch events (Culture Club)

Skills

Secretarial experience

Administrative skills

Independent judgment

Education

High School diploma or GED

Tools

SAP

Job description

Job Family: Buildings

Req ID: 521463

Position Location: This role supports our Portland, OR branch location, which serves customers throughout the greater Portland, OR area.

Here at Siemens, we take pride in enabling sustainable progress through technology. We do this through empowering customers by combining the real and digital worlds. We are improving how we live, work, and move today and for the next generation! We know that the only way a business thrive is if our people are thriving. That is why we always put our people first. Our global, diverse team would be happy to support you and challenge you to grow in new ways. Who knows where our shared journey will take you?

Our Smart Buildings help to create efficient, safe, adaptable, and responsible environments. Our aim isn’t just about improving buildings; it’s about creating perfect places that improve people’s lives.

Transform the everyday with us !

The Administrative Assistan t assists in the organization and maintenance of office supplies/files, Schedules resources such as people, meetings, appointments, rooms, and equipment; answers telephone calls, takes messages, responds to questions, and directs callers to appropriate parties, as necessary; sorts and distributes mail, fax, make copies, files. Among the above tasks, the admin is also responsible for drafting and editing routine memos and other correspondence for all members of the branch, along with assisting with the preparation of presentations, reports, spreadsheets, and other documents. Assists in maintaining database information.

As an Administrative Assistant , you will:

• Under direct supervision, provide general administrative/secretarial support to a department or group of professionals. Exercise limited discretion and independent judgement to respond appropriately to administrative needs. Require some use of business vocabulary and a general knowledge of company operations, organizational procedures, and personnel
• Prepare and type drafts, articles, reports, proposals, charts, and a variety of routine correspondence using appropriate PC-based software packages for word processing, presentation, and spreadsheet applications. Proofread and edit drafts and final materials for appropriate and consistent format and corrects punctuation, spelling, and grammar
• Receive and respond to routine correspondence, following established procedures with limited management review. Compile basic information for inclusion in reports or presentation materials, prepare charts, graphs, and tables as necessary
• Receive, screen, and route incoming telephone calls, furnish information when possible, and convey messages to appropriate personnel; place calls, receive visitors, and arrange appointments. Receive and distribute incoming mail, assemble correspondence for mailing, receive and transmit material using fax machine and collating and assembling documents
• Monitor inventory levels of office and departmental supplies, initiate purchase orders as necessary to maintain proper inventory or meet department office supply needs. Maintain various department record(s) in accordance with company policies and procedures
• Schedule conferences, meetings, and appointments; notify attendees and make necessary arrangements. Arrange and confirm travel reservations selecting an economical and time efficient mode of transportation and lodging. Perform related duties as assigned
• Exercise independent judgment
• Assist with processing purchase orders and vendor set ups through Supply Chain Management Systems
• Assist support team with additional projects and tasks, (Fleet Management, Customer Set Up)
• Supports lead administrator with onboarding and offboarding, updating organization charts and lists, device ordering and access cards
• Fleet coordination – assigning vehicles & ordering new vehicles fleet paperwork transfers & terminations
• Safety admin coordination, SAP, and work center maintenance
• Coordinating branch events (Culture Club)

Y ou will make an impact with these qualifications:

_Basic Qualifications:_ __ __

• High School degree or state-recognized GED
• 3+ years of secretarial and administrative experience
• Requires the ability to exercise normal independent judgment and basic reasoning skills
• Demonstrated on-the-job experience with report generation, presentations, and general correspondence
• Legally authorized to work in the United States on a continual and permanent basis without company sponsorship

Ready to create your own journey?

About Siemens

We are a global technology company focused on industry, infrastructure, transport, and healthcare. From more resource-efficient factories, resilient supply chains, and smarter buildings and grids, to sustainable transportation as well as advanced healthcare, we create technology with purpose adding real value for customers.

Our Commitment to Equity and Inclusion in our Diverse Global Workforce

We value your unique identity and perspective. We are fully committed to providing equitable opportunities and building a workplace that reflects the diversity of society, while ensuring that we attract the best talent based on qualifications, skills, and experiences. We welcome you to bring your authentic self and transform the everyday with us. #LI-TAG #West-EREF #VeteranCareers #TransitioningServiceMember #MilitarySpouse

You’ll Benefit From

Siemens offers a variety of health and wellness benefits to our employees. Details regarding our benefits can be found here: https://www.benefitsquickstart.com/siemens/index.html

The pay range for this position is $45,410 – $77,846 annually. The actual wage offered may be lower or higher depending on budget and candidate experience, knowledge, skills, qualifications, and premium geographic location.

Organization: Smart Infrastructure

Job Type: Full-time

Category: Internal Services