Administrative Assistant (935-990)

Dole Foods Charlotte , NC 28201

Posted 3 weeks ago

GENERAL DESCRIPTION / PRIMARY PURPOSE

The position is responsible for performing and assisting with various administrative duties for the Vice President of Marketing and U.S. Marketing team, primarily ensuring that Marketing Department's invoices are accurately tracked, processed, documented, approved, and paid within terms of company processes and procedures. Must have the ability to manage a range of administrative processes accurately as well as multi-task, respond and adapt in fast-paced environment working within tight deadlines on several simultaneous projects for shared services Marketing department that is staffed across the U.S.

MAJOR RESPONSIBILITIES AND TASKS/DUTIES OF THE POSITION

  • Track, review, process and reconcile invoices, case costs and insurance payments; ensure adherence to Company policies and procedures, proper documentation, invoice accuracy, appropriate approval levels and general ledger distribution

  • Research, follow-up and resolve inter-department and vendor inquiries

  • Create and maintain master invoice files and tracking spreadsheets

  • Prepare accruals for the Marketing Department at period end

  • Process accounting items for example accrual reconciliation.

  • Processing of all marketing vendor invoices; tracking costs against budgets

  • Support the team with various administrative duties for example among others couponing, Disney registrations, digital asset management.

  • Assist with creating communications, presentations, reports and other correspondence as needed

  • Prepare expense reports for the VP Marketing

  • Organize and file documents

  • Plan and coordinate meeting spaces, prepare meeting materials and logistics for onsite/offsite meetings and events

  • Receive, sort and prioritize incoming mail

  • Manage and prioritize incoming calls, call lists, and visitors; initiate calls

  • Perform general administrative duties and support other administrative staff including distributing incoming mail, managing shipments and ordering supplies

  • Provide back up for temporary absences and lunch coverage for other administrative staff, if needed

  • Perform other duties and special projects may be requested from time to time

Required Skills

JOB SPECIFIC COMPETENCIES (Knowledge, Skill And Experience Requirements)

  • Minimum 2-5 years Administrative Assistant experience and/or general bookkeeping experience

  • Knowledge of general accounting and accounts payable procedures

  • Strong organizational skills, attention to details and adept critical thinking skills

  • Proficiency in Microsoft Office Suite including PowerPoint, Word, and an expert knowledge of Excel

  • Ability to solve problems and work with minimal supervision

  • Able to work within tight deadlines, and be willing to do what it takes to get the job done

  • Excellent communication skills, written and verbal as well as interpersonal skills

  • Initiative to proactively identify projects and complete tasks

  • Ability to multitask, prioritize and meet deadlines

  • Open to supporting other departments with special projects as required

  • Flexible, diplomatic and works well in a team environment

ROLE COMPETENCIES

  • General Profile

Has developed expertise in a variety of work processes. Works autonomously with established procedures and practices. Understands importance of discretion and diplomacy. Ability to properly handle confidential and time sensitive information.

  • Problem Solving

Ability to proactively identify and evaluate problems with solutions; respond to issues and inquiries with strong sense of urgency and high level of professionalism

  • Leadership

No supervisory responsibilities; manages own work load and provides support to other administrative staff

  • Impact

Ability to manage multiple priorities in fast paced environment. Uses discretion to modify work practices and processes to achieve results and improve efficiency.

  • Interpersonal Skills/ Influence

Strong interpersonal skills, ability to work well in a team, and communicate effectively and professionally with senior management, associates, and outside vendors.

INTERNAL & EXTERNAL RELATIONS

  • Senior management, across all domestic divisions

  • Corporate accounting team

  • Marketing staff members located throughout the U.S.

  • Outside vendors/customers and third-party vendors and insurance representatives

EDUCATION AND CERTIFICATION

  • High School diploma required. Some college with course work in Business Administration, Finance and/or Accounting desired.

PHYSICAL REQUIREMENTS

  • While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel objects, tools, or controls; talk or hear. The employee must occasionally lift (including overhead) and/or up to 20 lbs.

WORK HOUR REQUIREMENT

  • Full-time position of 40 hours per week, 8 hours each day from 8:30 to 5:30
  • Ability to work overtime as needed

EEO STATEMENT: All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or on the basis of disability.


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Administrative Assistant (935-990)

Dole Foods