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Administrative Assistant - Austin in Austin, TX at Veolia North America

Date Posted: 9/2/2018

Job Snapshot

Job Description

Veolia offers the most complete range of environmental solutions to meet the challenges of cities, governments, campuses, businesses and industries. Our network of talent and hands-on know-how is unique and unrivaled.
We help our customers address their environmental and sustainability challenges in energy, water and waste. That means improving our clients' energy efficiency, better managing their water and wastewater, and recovering resources from their wastes. We do this in a safe, cost-effective and innovative manner for more than 550 communities and more than 30,000 businesses, campuses and organizations throughout North America.

Our Gulf Coast branch provides services for our customers located in Alabama, Arkansas, Florida, Georgia, Louisiana, Mississippi, Oklahoma and Texas. Within the Gulf Coast branch, Veolia operates a hazardous waste incinerator in Port Arthur, TX, a service center in Baytown, TX and a service center in College Park, GA. The Gulf Coast branch offers the following services: Lab Chemical Services, On-Site Services, Transportation, Household Hazardous Waste, Reactive Chemicals, Remediation, Training Services, Specialty Services, Drum Management, Incineration, Fuels Blending, Recycling and Radioactive Waste Management.

Job Summary:
Responsible for performing a variety of secretarial and administrative duties and tasks for the middle management staff to include the typing of letters, reports, spreadsheets, proposals, documents, and correspondence of a confidential nature. Answer, screen, and determine nature of call and either forwards or takes message. Maintain a variety of secured confidential files for the executive and updates information as directed. Open, sort, and distribute mail as well as prepares mailing of packages utilizing various carriers. Schedule and arrange management meetings at site or various locations for the business units within Veolia. Perform other related administrative duties as directed or assigned.

Essential Duties and Responsibilities:
• Schedule business meetings and arrange for airline and hotel reservations, meeting room, compile necessary material, audiovisual equipment, etc.
• Answer and screen phone calls and determine nature of call and either forward caller to appropriate individual or take message.
• Type a variety of correspondence and spreadsheets that may include pricing schedules, personnel changes, letters to existing and/or potential customers, financial summaries, interoffice memoranda, and related confidential documents.
• Keep executive and management staff informed of report deadlines and monitor progress to ensure that all information is completed on a timely basis.
• Open, sort, and distribute incoming mail to appropriate individuals and prepare packages for mailing utilizing discretion in carrier choices.
• Periodically maintain and update both business and confidential files/records as directed by immediate supervisor.
• Prepare, review, and code expense reports.
• Monitor and order office supplies on an as-needed basis.

Job Requirements

Education/Experience:
• High School or GED equivalent required
• Associates degree in related field preferred
• 3-5 years related work experience preferred
Knowledge, Skills and Ability:
• Computer proficiency with Microsoft Suite
• Strong team player
• Excellent interpersonal and communication skills
• Time management: the ability to organize and manage multiple deadlines
• Strong customer orientation
• Ability to effectively present information

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