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Job Type:
Full-time
Minimum USD hourly rate: 32.42
Maximum USD hourly rate: 41.48

Industry:

Company: TEL

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Job Description

Title: Administrative Assistant

Location: Albany, NY

Reporting: Reports to Operations/Facilities manager

This Administrative Assistant position will work in conjunction with a second Administrative Assistant sharing the same tasks. The tasks can be performed either separately or together based on the particular task and/or need at the time. Breaks will overlap to maintain continual coverage.

Reception / Visitor Control

  • Greet visitors at TTCA reception (reception hours 8:00-12:00, 1:00-5:00pm)
  • Inform off-site visitors regarding SUNY Poly’s security protocols in advance
  • Connect visitors with TTCA host – escort visitors as necessary
  • Work with IT team and TEL US Facility team when technical support needed

Phone Screening

  • Receive phones and transfer to the appropriate person
  • Screen calls and reject if there is no legitimate purpose

SUNY Poly Access card request (On-site employees, off-site employees, vendors)

  • Provide training list to TEL employees/vendors requesting access card
  • Track training record and answer to any inquiry regarding trainings
  • Sign-up for new on-site employee for SUNY Poly Safety Orientation and direct them to class room on the day of the orientation
  • Send a request form to SUNY Poly Access Control when trainings are done
  • Support badge renewal for all TEL employees who have access cards (annually)

Conference room management

  • Overview conference room reservations, organize meeting room reservations
  • Solve meeting room reservation conflicts when they happen
  • Coordinate securing large conference rooms as needed for a special events
  • Arrange off-site meeting rooms as needed (SUNY Poly, Hotels nearby)
  • Clean conference rooms periodically (Whiteboards, tables, shared items), replace stationary as needed
  • Address technical issue to IT department
  • Open/Close partitions as needed

Liaison with partners, customers, vendors and others

  • As a bridge between partners (e.g. SUNY Poly), customers (e.g. IBM, Globalfoundries), and vendors, play the role as the point of contact for any inquiries and connect to appropriate department or individual
  • Take care of ad-hoc visitors who come to visit TEL office with no appointment
  • Work with Operation Support group (OPS) to mail or ship documents/items to off-site business
  • Transport documents/items to designated office or individuals on-site
  • Build and maintain relationship with local vendors (hotel, catering, and so on)
  • Support to grant access to TEL area in cleanrooms as requested

Travel arrangement

  • Play a role as a Travel assistant for all TEL employees on-site
  • Monitor travel approval flow on Sharepoint, work closely with TEA Travel Department
  • Reserve accommodations as requested
  • Give necessary advice on trip (directions, transportations, general trip advisory)
  • Keep track of the travel plans and update out-of-office schedules on employee calendars based on their travel itinerary
  • Travel support for partners/customers as needed

TEL off-site visitor support

  • Support arrangements as required (hotel, rental car, local transportation, restaurant, directions to a certain location, and so on)
  • Provide security clearance instructions to make sure to follow the protocol

Company events (employee activities) coordination

  • Help plan, prepare and implement employee activities (off-site, on-site) with Employee Activity Committee/OPS group
  • Coordinate set up and take down of the venue with Employee Activity Committee/OPS group
  • Help negotiate/arrange contracts with event vendors as needed

Wellness activity coordination

  • Will be a member of the committee, support logistics as needed
  • Help plan, prepare and implement wellness activities (off-site, on-site)

On-site HR related matter support

  • Support new hire on-board process
  • Coordinate and implement HR related on-site events (Benefit meeting, wellness awareness events)
  • Keep track of new employees’ and left employees’ list
  • Set up ‘three-month’ individual meeting between president and new employee

Administrative activities support

  • Support office maintenance (defect of office furniture, address facility issues to appropriate division/individual)
  • Maintain Organization chart, office layout, desk phone numbers
  • Maintain and organize bulletin boards, calendars, clocks in shared area
  • Common area basic cleaning (kitchen, breakroom, visitor booths/tables)

General inquires support

  • Playing the role of point of contact when employees/visitors have a general question
  • Direct people to appropriate division/individual to seek solutions

Support catering and business meeting arrangement

  • Coordination of catering orders (order, delivery reception, receipt delivery)
  • Coordinate/Set-up catering orders (Food, drinks, any other related items)
  • Clear up and clean the area

Business event coordination

  • Support arranging trainings, conferences, tours for visitors
  • Coordinate with vendors as necessary

Assist Executives

  • Assist executives including corporate executives visiting Albany site
  • Daily scheduling management
  • Scheduling for business trips
  • Coordinating meetings
  • Prepare documents for traveling and meetings
  • Process expense reports as requested
  • Manage executives contacts data
  • Liaison with internal and external assistants
  • Research, collect and compile information as requested

Technical Administration Support

  • Support to arrange monthly internal Technical Review Meetings
  • Support to arrange Technical Review Meetings for Corporate Executives
  • Coordinate to consolidate Monthly Technology Report
  • Manage technical report distribution list

Translator/interpreter

  • Translate or assist in translating both non-technical and technical internal documents as requested
  • Interpret among Japanese employees and non-Japanese employees as needed

Necessary business skills

  • Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
  • Basic online literacy (online research, information collection)
  • Communication skills using various media (phone call, email, online chat)
  • Japanese/English Bilingual

Preferable personal skills

  • Ability to multi-task and work in a high pressured and fast paced environment
  • Skilled in time management and prioritization
  • Exhibits accuracy, attention to detail and strong organizational skills
  • Strong communication skills, both written and verbal
  • Proactive and possess an ability to plan ahead
  • Action-oriented
  • Calm and even-tempered
  • A good team player

Preferable academic background

  • Associate degree or equivalent work experience

Equal Opportunity Employer/Minorities/Females/Disabled/Veterans

Salary Ranges
$32.42 – $41.48

Individual pay is determined based on multiple factors, including but not limited to location, experience, skills, job-related knowledge, relevant education, certifications, and/or training. In addition to base salary, we offer (full time regular employees ) a comprehensive benefits package and for certain roles eligibility in our bonus plan and long-term incentives as applicable. The talent advisor can share more details about total compensation for the role in your location during the hiring process.

Diversity creates an innovative culture. TEL US is an Equal Employment Opportunity / Affirmative Action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.

Subsidiary
TEL TECHNOLOGY CENTER, AMERICA, LLC.

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