Eaton's ADMIN Administrative division is currently seeking a Executive Administrative Assistant.
What you'll do:
PRIMARY FUNCTION:
Support the Plant Manager and Site Leadership team in operational task / activities. Organize traveled arrangements for employees and visitors. Manage supplies, conference rooms and specific events for the site.
ESSENTIAL FUNCTIONS:
1.Responsible to coordinate Plant Manager's Meetings, maintain updated schedule / agenda and give proper follow up to all events including: written agreements, letters, e-mails, publications, and others
2.Responsible to coordinate, communicate and assist General Plant Meetings, Departmental Teams Meetings and overall meetings involving visitors, plant Leadership Team or site employees.
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3.Travel arrangements logistics / and related for employees at site assigned:
a.Indoor: Hotel reservation, car rental/ground transportation, cash allowance and flight schedules, travel insurance issue.
b.Outdoor: Hotel reservation, car rental/ground transportation and flying schedules, update fares and hotel rates periodically.
4.Responsible for visitors' travel arrangements such as: hotel reservations, ground transportation, on site support (conference rooms, refreshers, etc)
5.Obtain reasonable fares from travel agencies as well as hotel/car rental corporative rates as per Eaton's policies and fulfill the necessary procedures for approval.
6.Maintain assigned Conference Room and it's electronic equipment in good conditions. (Multimedia, overhead projector, screens, etc)
7.Support and request to Piisa security team access code for general visitors, for the building assigned.
8.Supply food compliments for visitors and contractors.
9.Support purchasing processes, in compliance with Suppliers / Finance requirements for this process.
10.Purchase order requisitions for:
a.Kitchen supplies.
b.Air tickets supplies.
c.Catering services
d.Others: special purchases (example: gift, farewell, etc)
11.Produce the following monthly reports:
a.Traveling report including allowance costs for PM
b.Food compliment consumption control.
c.Administration supplies / office material cost control.
d.Expense reports
12.Request and process Travel Authorization Request (TAR) for all trips (meetings or trainings).
13.Support all other requirements from Plant Management and/or the plant Leadership Team
14.Act as liaison officer for coordinating Plant Tours (PIISA/Visitors, Companies/Eaton Leadership Team) that emphasize positively our role as a contributor to the country's economic growth.
15.Support activities / celebration logistics related to refreshments, decoration, and or specific requirements (activities such as: years of services, outside Leadership Team meetings, Christmas decoration, farewell, etc.)
16.This role supports all these task / responsibilities for Design Center building (at Santo Domingo) and PCS site (EH2= business ICD & MCCB)
17.Comply 5'S requirements in their assigned area.
2.1 - Responsibilities related to Health, Safety and Environment (EHS):
1.Execute 100% of monthly safety inspection, in coordination with the MESH Coordinator.
2.Assist to all EHS training assigned
3.Support in all safety procedures (MESH).
#LI-DS2
Qualifications:
SPECIALIZED KNOWLEDGE:
1. Bachelor's Degree in Bilingual Executive Secretary, Business Administration or related fields
2. Minimum 1 - 3 years of experience in similar roles
3. Fully bilingual (English/Spanish)
4. PC/Computer knowledge: Microsoft Office (Word, Excel, PowerPoint) & Outlook.
5. Prefer: experience in purchasing and/or events coordination
6. Competencies: Thinks and Acts Strategically, Gets Results Through Self and Others, Self development, Digital Mindset
Skills:
We are committed to ensuring equal employment opportunities for job applicants and employees. Our recruitment processes use balanced selection criteria and avoid unlawful discrimination against applicants on the basis of their age, colour, disability, marital status, national origin, gender, gender identity, genetic information, race or racial origin, religion, sexual orientation or any other status protected or required by law.