Administrative Assistant

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

Job summary

Siemens Mobility in Portland, OR is seeking an Administrative Assistant to support a department with calendar management, file organization, and basic report creation.

Under supervision, you will handle calls, mail, travel arrangements, and coordination of meetings; you will draft routine memos, assist with presentations, and maintain databases, while upholding company procedures and an emphasis on accuracy and efficiency.

Qualifications

• High School degree or GED is required.
• 3+ years of secretarial and administrative experience.
• Ability to exercise independent judgment and basic reasoning.
• Experience with report generation, presentations, and general correspondence.
• Legally authorized to work in the United States without sponsorship.

Responsibilities

• Provide general administrative/secretarial support under supervision.
• Prepare and type drafts, reports, charts, and routine correspondence.
• Receive, screen, and route telephone calls and arrange appointments.
• Monitor inventory of office supplies and process purchase orders.
• Schedule meetings and travel arrangements; coordinate conferencing.
• Assist with processing purchase orders and vendor setup in SCM systems.
• Support onboarding/offboarding and update organization charts.
• Coordinate branch events and fleet-related admin tasks.

Skills

Administrative support

Independent judgment

Scheduling & coordination

Communication

Education

High School degree or GED

Tools

Supply Chain Management Systems

SAP

Job description

• Portland - Oregon - United States of America

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 i mproving 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 Assistant 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 judgment 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)

You 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

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.

Equal Employment Opportunity Statement

Siemens is an Equal Opportunity Employer encouraging inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to their race, color, creed, religion, national origin, citizenship status, ancestry, sex, age, physical or mental disability unrelated to ability, marital status, family responsibilities, pregnancy, genetic information, sexual orientation, gender expression, gender identity, transgender, sex stereotyping, order of protection status, protected veteran or military status, or an unfavorable discharge from military service, and other categories protected by federal, state or local law.

EEO is the Law

Applicants and employees are protected from discrimination on the basis of race, color, religion, sex, national origin, or any characteristic protected by Federal or other applicable law.

Pay Transparency

Siemens follows Pay Transparency laws.

Application Deadline

This role will be posted for a minimum of five (5) days from the original posting date. The posting timeline may change based on applicant volume to ensure we attract and consider a strong and representative candidate pool.

California Privacy Notice

California residents have the right to receive additional notices about their personal information.

Equal Employment Opportunity Statement

Siemens is an Equal Opportunity Employer encouraging inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to their race, color, creed, religion, national origin, citizenship status, ancestry, sex, age, physical or mental disability unrelated to ability, marital status, family responsibilities, pregnancy, genetic information, sexual orientation, gender expression, gender identity, transgender, sex stereotyping, order of protection status, protected veteran or military status, or an unfavorable discharge from military service, and other categories protected by federal, state or local law.

EEO is the Law

Applicants and employees are protected from discrimination on the basis of race, color, religion, sex, national origin, or any characteristic protected by Federal or other applicable law.

Pay Transparency

Siemens follows Pay Transparency laws.

Application Deadline

This role will be posted for a minimum of five (5) days from the original posting date. The posting timeline may change based on applicant volume to ensure we attract and consider a strong and representative candidate pool.

California Privacy Notice

California residents have the right to receive additional notices about their personal information.

Criminal History

Qualified applications with arrest or conviction records will be considered for employment in accordance with applicable local and state laws.

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.