Administrative Assistant II - Purchasing

Seminole Hard Rock Support Services; Town of Florida (NY); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Benefits package

Job summary

Seminole Hard Rock Support Services is seeking a Procurement Administrative Assistant to provide comprehensive administrative, operational, and clerical support to the Purchasing Department and VP of Procurement & Administration. The role coordinates scheduling, travel, meetings, office operations, and expense processing with discretion and professionalism.

You will manage multiple calendars, coordinate vendor meetings, prepare reports, handle confidential information, and assist with onboarding

Qualifications

• Minimum of 3 years of administrative, executive assistant, coordinator, or office management experience required.
• Experience supporting senior leadership or department management preferred.

Responsibilities

• Manage calendars, schedule meetings, conference calls, vendor presentations, and department events.
• Coordinate meeting logistics including conference rooms, virtual meeting links, agendas, materials, catering, and attendee communications.
• Prepare meeting minutes, action item logs, and follow-up communications.
• Assist with departmental correspondence, presentations, reports, and executive communications.
• Maintain confidential files, records, and departmental documentation.
• Coordinate all travel arrangements for department personnel including airfare, hotel accommodations, transportation, and itinerary preparation.
• Prepare and reconcile travel and expense reports in compliance with company policies.
• Track departmental travel budgets and expenditures.
• Serve as the primary administrator for the Purchasing Department's shared inbox and general communications.
• Coordinate department-wide meetings, training sessions, vendor meetings, workshops, and special events.
• Assist with onboarding activities for new Procurement team members.
• Maintain organizational charts, department contact lists, and distribution lists.
• Support departmental recognition programs, team events, and employee engagement activities.
• Process departmental purchase requisitions and purchase orders related to Procurement operations.
• Maintain and order all Purchasing Department office supplies, equipment, and business materials.
• Assist with invoice coding, receiving, budget tracking, and expense management for departmental expenditures.
• Coordinate vendor meetings, site visits, presentations, and sourcing events.
• Assist with vendor registration documentation and administrative follow-up activities.
• Maintain vendor contact databases and distribution lists.
• Serve as a liaison between Procurement, Finance, Legal, Operations, and external suppliers for administrative matters.
• Track departmental metrics, project deadlines, and administrative deliverables.
• Maintain shared department calendars and project schedules.
• Organize and archive contracts, presentations, policies, procedures, and department records.
• Assist with preparation and distribution of department reports and communications.
• Assist with procurement initiatives, strategic projects, and department improvement efforts.
• Support planning and coordination of procurement conferences, supplier summits, leadership meetings, and property visits.

Skills

Organizational skills

Time management

Communication skills

Multitasking

Tools

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

Our team members are the key to our company's success, and their health and well-being, as well as that of their families, is very important to us. We offer a comprehensive benefits package that allows our team members stay healthy, plan for their future and maintain a healthy work-life balance. Benefits may vary with employment status. To see our fill list of Team Member Benefits please visit our career site: www.gotoworkhappy.com/benefits

Job Description

The Procurement Administrative Assistant provides administrative, operational, and clerical support to the Purchasing Department and the Vice President of Procurement & Administration. This role serves as the central point of coordination for departmental scheduling, travel arrangements, meeting management, office administration, supply ordering, invoice processing, and other departmental support activities. The position requires exceptional organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities while maintaining confidentiality and delivering excellent customer service to internal and external stakeholders. This role is responsible for ensuring the smooth day-to-day administrative operation of the Purchasing Department.

Essential Duties And Responsibilities

Executive & Administrative Support

• Manage calendars, schedule meetings, conference calls, vendor presentations, and department events.
• Coordinate meeting logistics including conference rooms, virtual meeting links, agendas, materials, catering, and attendee communications.
• Prepare meeting minutes, action item logs, and follow-up communications.
• Assist with departmental correspondence, presentations, reports, and executive communications.
• Maintain confidential files, records, and departmental documentation.

Travel & Expense Coordination

• Coordinate all travel arrangements for department personnel including airfare, hotel accommodations, transportation, and itinerary preparation.
• Prepare and reconcile travel and expense reports in compliance with company policies.
• Track departmental travel budgets and expenditures.

Department Operations Support

• Serve as the primary administrator for the Purchasing Department's shared inbox and general communications.
• Coordinate department-wide meetings, training sessions, vendor meetings, workshops, and special events.
• Assist with onboarding activities for new Procurement team members.
• Maintain organizational charts, department contact lists, and distribution lists.
• Support departmental recognition programs, team events, and employee engagement activities.

Purchasing Department Administration

• Process departmental purchase requisitions and purchase orders related to Procurement operations.
• Maintain and order all Purchasing Department office supplies, equipment, and business materials.
• Assist with invoice coding, receiving, budget tracking, and expense management for departmental expenditures.

Vendor & Stakeholder Coordination

• Coordinate vendor meetings, site visits, presentations, and sourcing events.
• Assist with vendor registration documentation and administrative follow-up activities.
• Maintain vendor contact databases and distribution lists.
• Serve as a liaison between Procurement, Finance, Legal, Operations, and external suppliers for administrative matters.

Reporting & Document Management

• Track departmental metrics, project deadlines, and administrative deliverables.
• Maintain shared department calendars and project schedules.
• Organize and archive contracts, presentations, policies, procedures, and department records.
• Assist with preparation and distribution of department reports and communications.

Special Projects

• Assist with procurement initiatives, strategic projects, and department improvement efforts.
• Support planning and coordination of procurement conferences, supplier summits, leadership meetings, and property visits.
• Perform additional administrative and operational duties as assigned.

Qualifications

Experience

• Minimum of 3 years of administrative, executive assistant, coordinator, or office management experience required.
• Experience supporting senior leadership or department management preferred.

Skills & Abilities

• Exceptional organizational and time management skills.
• Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Ability to manage multiple calendars, schedules, deadlines, and competing priorities.
• Excellent written and verbal communication skills.
• Ability to handle confidential and sensitive information with discretion.
• Strong customer service and interpersonal skills.
• Demonstrated ability to work independently and exercise sound judgment.
• High attention to detail and accuracy.