CGI Technologies and Solutions, Inc. Administrative Assistant in Plymouth Meeting, Pennsylvania
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City: Plymouth Meeting, Pennsylvania, US United States
Position ID: J1221-0525
Employment Type: Full Time
CGI is seeking an Administrative Assistant to join our team located in our Plymouth Meeting, PA office!
You will be supporting a busy executive and a dynamic team and will be instrumental in helping the CGI team deliver exceptional quality service to our clients.
Your organizational skills, attention to detail, and positive attitude will be highly valued in this high profile support position.
If you are great with juggling different tasks and priorities, and like working with smart, talented people, this is the place for you!
Your future duties and responsibilities:
o Provide confidential administrative support to the vice-president and their management team
o Coordinate shifting schedules of senior leadership staff to facilitate meetings and travel arrangements
o Schedule internal and external meetings, providing proactive and real-time calendar management
o Screen meeting requests to determine priority level
o Act as coordinator for special projects and special events planning
o Assist team with Corporate Social Responsibility (CSR) and Social Club activities planning
o Maintain administrative procedures, including business mail, travel arrangements, expense reports, time reporting, authorizations, etc.
o Order and maintain supplies and special requirements for team
o Manage time frames and budget related requirements
o Attend and record staff meeting minutes
o Assist in the preparation and distribution of reports and/or PowerPoint presentations
o Participate in special project assignments on an as required basis
Front Desk Duties
o Welcome visitors entering the office daily
o Assist all visitors and traveling members without a CGI member badge to complete required sign in and assist with badge check-out at the reception desk
o Maintain inventory of Temporary and Guest Badges
o Answer telephone, screen and direct incoming calls where applicable
o Main office line is covered 8am – 5 pm daily (Monday thru Friday)
o Provide callers information, take and deliver phone messages
o Provide seating assignments (i.e. conference room(s) and coordinate with visitor sponsors).
o Maintain a safe and clean office by complying with procedures, rules and regulations
o Control inventory relevant to office; order supplies, maintain copier, work with vendors and suppliers
o Issue and track parking permits and parking validations
o Serve as liaison with property management and CGI Facilities
o Coordinate conference room schedules
o In case of Emergency, call 911 – serve as Floor Warden for Emergency Response Plan (fire drills, etc.)
Deliveries and out-going shipments
o Receive and sign for required FedEx and UPS deliveries. Notify recipient of delivery. If possible, deliver package.
o Prepare FedEx outgoing mailings (which may include packaging, requesting a pickup, filling out a shipping invoice etc.)
o Maintain ongoing forms for office sign in/out; access badge; FedEx and other deliveries/shipments
o Ad Hoc Services
o Provide assistance on special printing projects as needed
o Other duties as assigned and/or needed
Required qualifications to be successful in this role:
Required qualifications to be successful in this role
o Minimum 2 years administrative support experience at the senior/executive level in a large organization is preferred
o Proficient Outlook skills
o Proficient computer skills in Word, Excel and PowerPoint (Microsoft Project is a plus, but not required)
o Excellent communication skills
o Strong planning and organization skills
o Strong interpersonal skills
o Resourceful and intuitive self-starter, able to thrive in a fast-paced, dynamic setting and enjoy multi-tasking in a technical and administrative environment
o Extremely pro-active, with an energetic and professional demeanor and high sense of urgency
o Proven achiever and polished professional
o Ability to prioritize, multitask and meet deadlines with minimal supervision
o Independent judgment, absolute discretion and diplomacy
o Confidential, dedicated and punctual
o Minimal travel required, but need to have some flexibility if travel for conferences, training, etc. might come up
Skill Set/Years of Experience:
Microsoft Office Suite - 2-3 years
Outlook scheduling - 2-3 years
Minimum Education: Highschool Diploma/GED
What you can expect from us:
Build your career with us.
It is an extraordinary time to be in business. As digital transformation continues to accelerate, CGI is at the center of this change—supporting our clients’ digital journeys and offering our professionals exciting career opportunities.
At CGI, our success comes from the talent and commitment of our professionals. As one team, we share the challenges and rewards that come from growing our company, which reinforces our culture of ownership. All of our professionals benefit from the value we collectively create.
Be part of building one of the largest independent technology and business services firms in the world.
Learn more about CGI at www.cgi.com .
No unsolicited agency referrals please.
CGI is an equal opportunity employer.
Qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, pregnancy, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.
CGI provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job in the U.S., please email the CGI U.S. Employment Compliance mailbox at USEmploymentCompliance@cgi.com . You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned .
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All CGI offers of employment in the U.S. are contingent upon the ability to successfully complete a background investigation. Background investigation components can vary dependent upon specific assignment and/or level of US government security clearance held. Qualified applicants with arrest and conviction records are welcome to apply.
CGI will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with CGI’s legal duty to furnish information.