Administrative Assistant

• Provides administrative support services to various areas of a fire protection branch.
• Data entry.
• Responds to general inquiries from management, employees, clients inside and outside of the company.
• Interface with vendors and various internal departments.
• Assist with special projects and research as needed.
• Assist with managing PO's, tracking orders, receiving and billing/invoices order as required.
• Performs other related duties as assigned.

Fire Administrative Associate

• Perform basic administrative duties under immediate supervision
• Prepare documents, reports, and spreadsheets
• Maintain files and calendars
• Utilize Microsoft Outlook, Excel, Word, and Powerpoint
• Communicate effectively with co-workers and customers
• Answer customer questions in a timely manner
• Actively learn department functions to assist customers

Senior Administrative Associate

• Responsible for supporting Corporate Communications and Farmer Industry and Relations with a wide range of administrative and executive support related tasks
• Able to translate and anticipate requests as requirements into achievable goals and manage the process through which these objectives are met.

Administrative Assistant – Corp Comm, FIR

• Supports multiple executives, ranging from Director to Managing Vice President level in a tech-savvy environment
• Acts as the gatekeeper and extension of executives, handling critical administrative tasks
• Prioritizes complex scheduling requests and adjusts to frequent last minute changes
• Handles travel arrangements and creates timely expense reports
• Drives key team activities and events to promote a fun and team-oriented work environment
• Circulates information, answers questions, and acts as a team ambassador
• Fosters strong relationships with other Administrative Assistants and teams.

Senior Administrative Assistant – Global Payment Network, PULSE

• Schedule international and/or domestic travel with attention to detail
• Provide administrative support to ensure efficient operation of office
• Answer and direct phone calls, schedule meetings, and support visitors
• Carry out administrative duties such as filing, typing, copying, and scanning
• Write and distribute emails, memos, letters, and forms
• Develop and maintain a filing system
• Organize and schedule appointments and meetings
• Provide information by answering questions and requests

• Manage the Head of P&A’s calendar with precision
• Coordinate all travel logistics, itineraries, and trip preparation
• Screen and triage incoming communications, flagging priority items
• Prepare expense reports and manage administrative processes
• Organize and coordinate internal and external meetings
• Track and manage project timelines, deliverables, and action items across initiatives
• Build and maintain project tracking systems
• Coordinate logistics for cross-functional workstreams
• Compile and format project status reports and stakeholder updates
• Monitor project and scheduling risks, flagging conflicts or blockers early
• Maintain continuity in the Head of P&A’s office during travel or high-demand periods
• Compile, format, and edit presentations, briefings, and correspondence
• Maintain the Head of P&A’s operational rhythm
• Act as the logistical point of contact between the Head of P&A’s office and internal teams
• Own the logistical preparation for leadership and segment meetings

Executive Administrative Assistant

• Ensure office area and production floor areas are clean and organized
• Participate in safety and productions meetings
• Accurately complete all daily reporting and paperwork
• Communicate directly with On-Site Manager regarding employee issues
• Ensure all employees are working safely and abide by all safety policies
• Answer the main phone, routing callers based on their needs
• Greet visitors and direct them to the appropriate area or person
• Date-stamp, review, and route all incoming mail
• Compose all routine correspondence
• Organizes, file, and maintain all records, correspondence, and maintenance logs
• Assist employees with general administrative questions regarding employment, pay, benefits, etc.
• Perform data entry of facility business activity
• May perform basic financial data entry
• Other duties as assigned

• Supports the VP of SAFECOR and SAFECOR Directors.
• Manages document control of the 1400+ Safecor issued documents.
• Coordinates and supports the Safecor issued awards including Driver of the Year, 10/20/30 year safe driver and AERO Safety Awards.
• Maintains Safecor website, Safecor distribution and communication lists and coordinates printing with vendors.
• Administratively supports the VP of SAFECOR and SAFECOR Directors.
• Manages the document control process including uploading SAFECOR documents in Intelex and ensuring documents are being reviewed periodically as well as released in a coordinated manner.
• Coordinates and supports the Airgas safety incentive programs including the: Driver of the Year, Safety Professional of the Year, 10/20/30 Year Safe Driver, 1 Year Safe Driver and sites with milestones, and the AERO Safety Recognition awards.
• Maintains the SAFECOR Website.
• Manages and maintains SAFECOR distribution and/or communication lists.
• Maintains SAFECOR calendar and helps to manage cadence of SAFECOR meetings.
• Plan/Organize/Coordinate the Airgas Conference including venue, resources, and logistics as well the SAFECOR all-group meetings.
• Coordinates printing vendors with all SAFECOR manual related items such as 12 Life Saving Rules, Corporate Safety Policy and Corporate Road Safety Policy, and HWP/SWP permits.
• Produces training certificates for attendees of training conducted by SAFECOR Field Representatives.
• Process SAFECOR invoices and submits to A/P for payment.
• Ensures budgetary controls and expenses are being met.
• Process and distribute incoming mail at office.
• Perform other duties as directed by the VP of SAFECOR.
• Light travel requirements.

Document Control Specialist, Administrative Assistant

• Reads and routes incoming mail to appropriate individual.
• Prepares outgoing mail and correspondence, including e-mail and faxes and overnight packages.
• Prepares cash deposits, where applicable.
• Composes and types routine correspondence.
• Answers, routes and screens telephone calls to appropriate individuals.
• Greets walk in traffic and scheduled visitors and escorts to appropriate area or person.
• Makes copies of correspondence or other printed materials.
• Orders and maintains supplies, and arranges for office equipment maintenance.
• Provides customer billing support and weekly stats support.
• Provides support to Payroll Dept. with Time & Attendance to poll the time clock of weekly punches and approved edits to the time cards.
• Uploads hours file to payroll for processing.
• Enters new employees to time clock and advises of any punch issues.
• Work closely with Corporate HR office to ensure new hire and employee separation information is sent for timely entry to respective Payroll, HR and Time & Attendance systems.
• Assist with coordinating benefit enrollment periods and distribution of all communications.
• Monitor uniform distribution and inventories.
• Answers, routes and screens telephone calls to appropriate individuals.
• Participate in any related special projects or tasks that may arise

Air Logistics Administrative Assistant

• Provide support to the Resident District Manager.
• Cover various departments throughout the unit.
• Perform activities such as photocopying, compiling records, filing, tabulating, posting information, and scheduling appointments.
• Write types or enter information into computer to prepare correspondence.
• Prepare, issue, and send out receipts, bills, policies, invoices, statements, and checks.
• Maintain records, prepare forms, verify information, and resolve routine problems.
• Conduct research when necessary.
• Operate various office machines.
• Open and route incoming mail, answer correspondence and prepare outgoing mail.
• Answer telephone, convey messages and run errands.
• May receive, count, and deposit cash, as needed.
• May include human resources functions (including benefit administration, personnel action forms, and payroll processing).

• Calendar Management: scheduling, making appointments and prioritizing the most sensitive matters
• Act as the main point of contact for managers, clients and other personnel within their assigned line of business and/or geography
• Assist other AA’s as needed on broader corporate events and/or provide backup support to their line of business and/or geography
• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on leaderships behalf
• Prepare briefings, agendas and presentation decks as needed
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
• Calling candidates and scheduling/coordinating interviews based on managers availability
• Book travel and process associated expense reports
• Answering phone calls in a polite and professional manner and direct calls to the appropriate person
• Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
• Act as an office manager by keeping up with office supply inventory
• Take minutes during meetings

• Provide administrative and operational support for Client Legal Services attorneys
• Enter and manage case-related data, including pleadings, motions, and correspondence
• Responsible for calendar management, scheduling litigation events, e-filing, and supporting case workflows
• Communicate clearly and professionally with internal partners and external contacts
• Handle sensitive and confidential information with discretion
• Manage competing priorities and adjust to changing workflows in a litigation environment

Legal Administrative Assistant

• Provides administrative support and coordinates activities for specific individuals or teams
• Maintains office inventory, facilitates supply orders and completes other general office duties
• Supports employees with various tasks related to onboarding, appointment setting and travel arrangements
• Provides meeting assistance through scheduling, presentation preparation and diligent note taking
• Handles various office tasks related to communication and organization

• Provide administrative support including calendar management, meeting coordination, travel arrangements, and document preparation
• Communicate professionally with internal and external partners while delivering exceptional customer service
• Manage office operations such as mail processing, office supply ordering, visitor coordination, and workspace support
• Prepare, edit, and maintain reports, presentations, spreadsheets, and other business documents
• Coordinate and support small projects by tracking timelines, organizing resources, and identifying potential risks
• Maintain accurate records and develop procedures to support operational efficiency and consistency
• Answer and direct incoming phone calls and assist with inquiries from colleagues, clients, and visitors
• Mentor or provide guidance to junior administrative staff as needed.

Senior Administrative Assistant – Project Coordinator

• Manage and maintain the executives’ calendar, including scheduling meetings, appointments and travel arrangements.
• Assist with visitor requests and ensure proper protocols are followed
• Assist with planning and coordinating in-person meetings including meeting room set-up, catering, etc.
• Organize and coordinate meetings, including preparing agendas, taking minutes and following up on action items.
• Prepare, process, review and submit expense reports as needed in a timely manner
• Partner with internal departments and external partners on behalf of the executive.
• Protect operations by keeping information confidential and routed to only appropriate areas
• Assist with contractor management and processing of invoices as needed with key functional partners
• Provide general administrative support, such as ordering office supplies.
• Collaborative team member who will provide general administrative support to employees located in our offices.
• Collaborates with other administrative assistants locally and across Enterprise Services to accomplish tasks.
• Operates independently to accomplish tasks across the organization.

Executive Administrative Assistant – Business Solutions

• Functions as Ecclesiastical Notary to the Tribunal and provides support services to the Tribunal
• Reviews data from nullity papers to solicit more information as needed.
• Creates documents, from dictation and hand-written drafts, for documentary nullity cases
• Interacts with clergy and lay ministers in this and other dioceses in the processing of documentary case paperwork.
• Creates and revises forms in English, Spanish, and Vietnamese with the help of translators as required.
• In the role of Notary, certifies the authenticity of judicial acts and the accuracy of interrogations.
• Performs administrative duties to support the work of the Tribunal such as processing incoming and outgoing mail.
• Maintaining supplies and determining when to order, placing orders, approving orders for payment and giving invoices to the Director.
• Supporting the Director with the budget process such as typing the budget for annual presentation.
• Takes and transcribes minutes.
• Sending to and retrieving from offsite case storage (Tribunal Archives) and maintaining all associated records.
• Developing an understanding of the technical aspects of the Tribunal’s database(s).

Administrative Assistant – Tribunal

• Plan and arrange travel itineraries, process expenses and manage schedules
• Arrange various external and internal events
• Organize meetings, schedule meeting facilities and take care of resulting follow-up activities
• Communicate well with leadership, team members and other departments
• Commit to process excellence by ensuring proper, efficient and accurate use of processes

• Provide high-level administrative support to SVP or above by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work. Screen telephone calls and personally provide requested information or refer calls to other staff. Make travel arrangements for department heads and/or other personnel.
• Initiate and respond to written and verbal correspondence; compose, edit and distribute correspondence according to established guidelines or personal knowledge of the subject matter.
• Assist in creating meeting agendas; arrange, coordinate and attend committee meetings; take and prepare meeting notes, minutes and other records. Maintain Executives calendars. Make travel arrangements for executives.
• Prepare requisitions, purchase orders, staff reports, resolutions, routine documents and other forms of communications; prepare complex statistical, financial, administrative and budget reports.
• Research information and procedures; record actions on sensitive issues and release information to authorized parties.
• Work closely with department heads to monitor the progress in achieving monthly budgets and goals.

Executive Admin Assistant

• Manage complex calendars, coordinate meetings, and schedule appointments
• Arrange travel and conference registrations
• Prepare and edit Microsoft Office documents (Excel, Word, PowerPoint)
• Process expense reports accurately and in a timely manner
• Point of contact for visitors and manage incoming/outgoing communications for assigned Executive(s)
• Provide event planning support for internal and external meetings
• Assist with special projects, ensuring confidentiality and discretion

Executive Operations Administrative Assistant

• Administer Legal Tracker e-billing processes, including invoice intake, coding, routing/approvals, and submission workflows.
• Validate invoices for compliance with outside counsel billing guidelines; identify exceptions and coordinate timely corrections with law firms.
• Maintain open communication with the VP of Litigation (and other Legal Team stakeholders as necessary).
• Coordinate with Accounting to support accurate and timely invoice processing, accruals, and reconciliations.
• Partner with FP&A to support budgeting, forecasting, and variance analysis related to litigation and broader legal spend.
• Maintain matter budgets and spend tracking; support periodic accrual and forecast cycles.
• Generate regular and ad hoc reporting on legal spend, matter trends, and vendor performance; prepare executive-ready summaries for Legal leadership.
• Support continuous improvement of billing workflows, controls, and documentation (policies, procedures, playbooks, and guidance to stakeholders).
• Serve as an operational liaison with outside counsel for invoice and billing-related communications.
• Coordinate across the Legal team and internal business partners to resolve billing, budget, and matter-coding questions.
• Support vendor onboarding and maintenance tasks as needed (e.g., billing contacts, guidelines distribution, matter setup support).
• Help maintain data integrity across systems (matters, vendors, timekeepers, rate structures, codes, and reporting fields).
• Deploy and maintain centralized contract repository.
• Assist with tracking key dates, renewals, expirations, milestones.
• Extract and log key terms (payment renewal, termination, SLAs, etc.).
• Maintain data and generate reports for Accounting, SOX, and Audit, including supporting SOX control testing.
• Interface with procurement, accounting, SOX, audit and assist with legal review policy development.
• Coordinate vendor onboarding with procurement.

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