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Executive Assistant

Company: Borg Warner
Location: Asheville
Posted on: February 16, 2020

Job Description:

POSITION SUMMARY:

This position provides administrative support to the Asheville Plant Manager and Leadership Team as needed. Responsibilities include maintaining calendars, coordinating travel arrangements, planning and organizing meetings, and performing daily administrative tasks. This position is also responsible for supporting the procurement of items and materials required for production, maintenance and supplier development. This position requires superior organizational skills, an ability to maintain confidentiality, the ability to take initiative and provide highly responsive, proactive support, and the ability to work independently as well as in a team environment. Work direction is provided on a limited basis.

KEY ACCOUNTABILITIES:

  • Reviews purchase requisitions (PR) for the Asheville campus, assures PRs meet requirements, issues purchase orders (PO) to vendors. Responsible for filing and storing documentation for audit purposes. Including tool crib PRs as required.
  • Sends out information required to set up a new vendor, reviews vendor packet for accuracy and completeness. Coordinates with appropriate parties until vendor number is assigned. Stores NDAs and vendor packets to meet audit requirements.
  • Distributes and stores documentation for the annual Supplier Holiday Letter
  • Works with all departments to help with purchase requisition questions, follows up with suppliers for PO receipt confirmation via email/phone calls as needed.
  • Solicits and analyzes requests for quotations for assigned items from suppliers or potential suppliers.
  • Places orders for offices supplies, kitchen supplies, desk supplies as needed
  • Supports internal/external audits and provides documentation requested during the audit process as required.
  • Assists the commodity buyers to update pricing, surcharges, intercompany pricing, PO mass closure, etc. as needed.
  • Reviews and assures supplier IATF certificates are up to date, uploads IATF certificates as needed to appropriate storage location.
  • Monitors the supplier scorecard monthly access, notifies suppliers to review scorecard as needed.
  • Monitors and works to close monthly business warehouse exception messages
  • Compiles reports and analyzes data for cost savings and other items as needed
  • Works with finance to identify suppliers marked for deletion, makes appropriate changes in the system(s) as required
  • Adds minority vendors to the corporate tracking list as needed
  • Maintains purchase order, supplier and part number files in accordance with BorgWarner procedures.
  • Performs other duties as requested, directed, or assigned.
  • Maintains supplier contact files
  • Assist buyers to maintain tooling records by part number and supplier
  • Assists buyers with commodity projects, RFQs, data analysis as needed
  • Coordinates onsite caterings.
    • Coordinates domestic and international travel arrangements: Books flightsonline or with travel agent's assistance; creates travel trip itineraries; arranges for transportation, visas,lodging, and other needs while traveling; communicates with supervisors while traveling to ensure that they are fully informed of all issues arising; willingness to ensure travel details occurred as planned with proactive and exhaustive follow up.
      • Completes expense reports in Concur and ensures process completion
      • Performs daily administrative tasks: Screens phone calls; reads andresponds to mail and Email; maintains calendar; Organize and schedule live meetings and on-site meetings via Outlook; organizes & simplifies documents requiring approval
      • Organizes Group Meetings. Handles all of the logistics for Meetings (transportation, hotel rooms, catering, and tickets); prepares presentations and documents for Group Meetings; willingness to ensure meeting details occurred as planned with proactive and exhaustive follow up
      • Drafts and edits documents, reports, and correspondence: Maintains action items list; types documents from notes; prepares presentations; Create PowerPoint presentations.

        QUALIFICATIONS:
        • This position requires a High School diploma, GED, or equivalent.
        • Knowledge of purchasing processes.
        • Excellent oral and written communication skills required.
        • Demonstrated ability to be an effective team player.
        • Significant computer literacy, including both comprehensive business systems (SAP) and personal computers using Microsoft Office applications.
        • Candidate must be able to follow instructions, safety rules and regulations.
        • Strong organizational skills including the ability to prioritize, handle multiple projects simultaneously, and meet deadlines
        • Professional interpersonal and communication skills
        • Ability to maintain a high degree of confidentiality
        • Proactive, detail-oriented with excellent follow up skills and tracking of actions

          KEY COMPETENCIES:
          • Customer Focus
          • Decision Quality
          • Priority Setting
          • Ethics & Values
          • Creativity
          • Learning on the Fly
          • Problem Solving
          • Action Oriented
          • Organizational Agility
          • Listening

            SUPERVISORY RESPONSIBILITIES:

            Direct Reports: None

            Indirect Reports: None

            EEO Statement

            BorgWarner is an equal employment opportunity employer such that all qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity/expression, national origin, disability or protected veteran status.

            Internal Use Only: Salary
            Global Terms of Use and Privacy Statement

            Carefully read the BorgWarner Privacy Policy before using this website. Your ability to access and use this website and apply for a job at BorgWarner are conditioned on your acceptance and compliance with these terms.

            Please access the linked document by clicking here, select the geographical area where you are applying for employment, and review. Before submitting your application you will be asked to confirm your agreement with the terms.

Keywords: Borg Warner, Asheville , Executive Assistant, Professions , Asheville, North Carolina

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