Title:  Admin Assistant II

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At Graphic Packaging International, we produce the paper cup that held your coffee this morning, the basket that transported those bottles of craft beer you enjoyed last weekend, and the microwave tray that heated your gourmet meal last night. We’re one of the largest manufacturers of paperboard and paper-based packaging for some of the world’s most recognized brands of food, beverage, foodservice, household, personal care and pet products. Headquartered in Atlanta, Georgia, we are collaborative, diverse, innovative individuals who create inspired packaging while giving back to our communities. 

With over 25,000 employees working in more than 130 locations worldwide, we strive to be environmentally responsible in our industry and in the communities where we operate. We are committed to workplace diversity and offer compensation and benefits programs that are among the industry’s best to reward the talented people who make our company successful.

If this sounds like something you would like to be a part of, we’d love to hear from you.

A World of Difference. Made Possible.

MISSION / SUMMARY:

The Administrative Assistant will provide high-level support to various executives on the finance team including complex and specialized tasks combined with office and administrative duties, such as directing communications between colleagues and customers, scheduling and calendar management, drafting agendas, organizing events or meetings (including audio, visual, and meals), booking travel, completing travel and entertainment reports, managing files, greeting visitors, assist with onboarding and set-up for new employees, contract processing, and entering data and processing requisitions, purchase orders, and invoices.  In addition to these core duties, the Assistant will assist with the administration of and access to the company’s governance, risk, and audit software and tools, the company’s compliance intranet site, prepare sophisticated reports and presentations using Microsoft Office projects, policy and procedure development, manage translations of documents with third-party providers or translation tools, process mapping, draft plans and timelines for and perform special projects, and liaise with other departments within the organization. Various other tasks are frequently assigned by their managers

This position supports the following functional leaders: SVP & Chief Accounting Officer, SVP & Chief Audit, Risk & Compliance Officer, SVP & Treasurer, VP of Tax, VP and Corporate Controller, VP Finance Americas, VP Internal Audit, VP Finance Mill and Supply Chain, and their respective team members.

RESPONSIBILITIES:

• Calendar Management
• Travel Arrangements & Planning (International & Domestic)
• Material Preparation & Printing (Letters, PowerPoints, etc.)
• Local Transportation Scheduling (Limo & Sprinter Schedule)
• T&E Expense Reports
• Meeting Planning & Event Host
• Meal Coordination
• Preparation and editing of complex PowerPoint documents for senior management and board-level reporting.
• Create, administer, and process invoices, check requests, purchase requisitions, and purchase orders in SAP.
• Perform Vendor Contract Processing, including the ability to upload documents and administer until approval and execution, including emergent or rush situations. 
• Vendor management – Onboarding/Change Management/Payment management
• Manage Star Awards program functions.
• Administrator of access for the audit, risk, and compliance tools including Audit Board. 
• Assisting with Includes completing ServiceNow requests.
• Assist with set-up and onboard of new employees
• Sort and distribute incoming mail within the functions the position supports.
• Manage offsite file storage.
• Order office supplies and charge back to respective cost centers.
• Pull financial reports from SAP.
• Process wire transfer requests for invoices in foreign currencies.
• Mail packages via FedEx on rare occasions, packages are taken to the post office.
• Complete ServiceNow request for equipment/system access for new hires.
• Other projects/work as assigned.

Publish key organizational announcements to external audit and internal audit services firm as they occur.
 

BACKGROUND / EXPERIENCE:

• Demonstrated experience as a proactive executive partner in a face-paced work environment.
• Must be capable of reading contracts well enough to extract information to enter into Zycus.
• Experience and elevated skills with PowerPoint, Word, and Outlook. 
• Experience reviewing written text for typographical consistency, grammar, and spelling.
• Demonstrated experience with computer systems and tools.
• < 1-year experience as an administrative assistant
• Ability to organize workload, processes, or physical objects and spaces.

EDUCATION / KNOWLEDGE:

• Four-year degree preferred or equivalent combination of education and experience.

SKILLS:

• Office management and coordination
• Microsoft O365 Suite (MS Team, PowerPoint, Word, Excel, and Outlook)
• Event planning
• Project management
• Customer relationship management
• Effective gatekeeper and liaison
• Must be skilled at multi-tasking
• Proactively develop solutions
• Deliver timely results
• Knowledge of SAP
• Knowledge of Contract processing systems; we use ZYCUS.
• Knowledge of Vendor Onboarding systems; we use HICX.
• Knowledge of AP Invoicing system; we use ESKER.

SCHEDULE DEMANDS:

• General schedule is an 8-hour M-F assignment, however, must be willing to work alternate schedules occasionally which may include early mornings, nights, and/or weekends and be punctual while doing so.
  • Hybrid work schedule (office/virtual) available upon successful completion of training.
• Occasional overnight travel to include flying, driving, riding or by rail.

Pay Range:   $53,235.00 - $66,570.00

Graphic Packaging is an Equal Opportunity Employer. All candidates will be evaluated on the basis of their qualifications for the job in question. We do not base our employment decision on an employee's or applicant's race, color, religion, age, gender or sex (including pregnancy), national origin, ancestry, marital status, sexual orientation, gender identity, genetic identity, genetic information, disability, veteran/military status or any other basis prohibited by local, state, or federal law. Click here to view the Poster, EEO is the Law.

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