Administrative Coordinator

Administrative Coordinator

This role is based out of our Arden Hills, MN office.

Our work environment includes a hybrid structure which includes 4 days in the office and 1 remote day (M/F).

This position supports the Dairy Foods Research and Development team and will provide back-up support for Executive Admin.

You will be responsible for executing day-to-day business tasks while providing excellent customer service both within the organization and external customers.

Key Responsibilities:


* Strategically manages interactions and prioritizes people and situations in need of attention.


* Provides proactive calendar management that maintains schedules, including day-to-day management and long-term management of meetings, projects, and priorities.


* Coordinates preparation of meeting briefings for key meetings including agenda, meeting materials,


* presentations and other correspondences.


* Coordinates events ranging from small to complex in person, virtual, and hybrid events, understands meeting technology and has the technical savvy to support events.


* Agile and willing to be pulled into projects outside the immediate job description, where administrative participation is of importance to the R&D team.


* Proactively coordinates complex travel arrangements.


* Proactively coordinates preparations and on-boarding of new employees and interns.


* Maintain and update department databases to include personnel information and services dates.


* Oversee Prescription Safety Glasses Program for department employees.


* R&D Learning Hub Administrator creating and assigning safety required training.


* Ensures proper documentation and timely submission of all expenses and invoices using Concur.


* Initiates process improvements to improve department efficiency and effectiveness.


* Create purchase orders and requisitions, obtain approvals and maintain.

Create reports to track and monitor spending as needing.


* Track plant trial expenditures, track down missing data and pull together reports working with R&D Director and finance cross-functional partner.


* ELN Administrator (electronic lab notebook); set up user profiles, update templates and data fields for business changes, perform system changes, troubleshoot system related issues serving as the liaison with IT or vendor as needed.

Education, Experience, Skills needed:


* High School Diploma or higher


* 5 or more years of administrative support experience; including coordination of projects


* Experience identifying problems and working to resolve them before they escalate


* Proficiency in Microsoft Suite of products (Outlook, Word, Excel, PowerPoint, Teams); Knowledge of Zoom platform required


* Ability to multi-task with many interruptions while remaining efficient, prompt, and professional; flexibility in changing work priorities at a moment's notice


* Must demonstrate professional and effective ...