Sr Administrative Assistant

W.R. Grace & Co.; Pasadena (TX); On-site; USD 43,000 - 62,000; Full time

Job summary

Grace, a leading global chemical company, is seeking an Administrative Assistant at the Pasadena site to support a diverse leadership team and HR processes. The role reports to the Plant Manager and collaborates with site managers and personnel.

The ideal candidate has 5+ years of administrative experience, strong Microsoft 365 skills, and a commitment to confidentiality while coordinating payroll, purchasing, events, and daily office operations.

Qualifications

• H.S. Diploma with 5+ years of administrative assistant experience.
• Strong proficiency with Microsoft 365.
• Excellent verbal and written communication in a fast-paced environment.
• Ability to plan, prioritize, and organize a diverse workload.
• Maintain confidentiality and professionalism at all times.

Responsibilities

• Provide HR onboarding and interview support.
• Serve as Site Payroll contact and Kronos system.
• Provide Accounts Payable support, including requisitions and invoice handling.
• Oversee site services and office supplies.
• Manage Purchasing Card and T&E expense reports.
• Coordinate plant visits, meeting rooms and meals.
• Support employee committees and site events.
• Plan and coordinate site events such as holidays and celebrations.
• Oversee site vacation calendar and assist Site Leadership Team.
• Provide plant-wide announcements and communications as needed.

Skills

MS 365

Interpersonal skills

Verbal and written communication

Independent judgment

Education

High School Diploma

Tools

Ariba

SAP

Kronos

SuccessFactors

Job description

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Grace, a Standard Industries company, is a leading global supplier of catalysts, engineered materials and fine chemicals. We provide innovative products, technologies and services which our customers use to manufacture everyday products like renewable fuels, pharmaceuticals, toothpaste, cosmetics, food packaging, beer, edible oils and more. Our thousands of employees help shape a better future at our global headquarters in Columbia, MD and locations worldwide.

Job Description

The Administrative Assistant is responsible to provide administrative support for a diverse and highly effective team at the Pasadena location. The team includes Site Department Managers, Human Resources

personnel…along with various positions throughout the site. The role reports directly to the Plant Manager.

• Provides HR support, such as new hire onboarding / orientation, potential candidate scheduling and making interview packets, personnel folders, preparing for career fairs, and other employee related events
• Serve as Site Contact for Payroll workprocess and Kronos system
• Provides Accounts Payable support, to include (but, not limited to) entering purchase requisitions, goods receipt and invoice discrepancy resolution
• Oversee sites services such as coffee services, drinking water supply, office supplies, uniform rentals, and others as needed
• Manages Purchasing Card expense reports and T&E expense reports
• Coordinates plant visits; schedules meeting rooms; orders lunches for meetings as needed.
• Support employee committees and events (site or community)
• Plan and coordinate site events such as the annual holiday party, safety celebrations, and other milestone events
• Oversee site vacation calendar and assist Site Leadership Team, to include clerical task as needed
• Provides plant wide announcements and communications as needed

Required Qualifications

• H.S. Diploma with a minimum of 5 years of administrative assistant experience.
• Strong working experience with Microsoft 365
• Strong interpersonal skills to include strong verbal and written communication skills in a fast-paced environment
• Independent judgment is required to plan, prioritize, and organize a diverse workload.
• Secure confidential information as needed and display a high degree of confidentiality and professionalism in all tasks.

#LI -TC1

Preferred Qualifications

• Knowledge of Ariba and SAP
• Strong experience with Kronos
• Strong experience with SuccessFactors

Physical Requirements and Environment

• Must be willing to wear PPE (Personal Protective equipment) including but not limited to hard hat, protective eyewear, steel-toed boots, hearing protection, Level A suit, full face respirator
• Must be able to stand, walk, sit, climb, balance, stoop, kneel, crouch, crawl, and climb stairs and ladders over 100 ft.
• Ability to follow safety protocols and standards working in a pilot plant facility with highly hazardous materials

Grace is not accepting unsolicited assistance from search firms for this employment opportunity. Please, no phone calls or emails. All resumes submitted by search firms to any employee at Grace via email, the Internet or in any form and/or method without a valid written search agreement in place for this position will be deemed the sole property of Grace. No fee will be paid in the event the candidate is hired by Grace as a result of the referral or through other means.