You have a life. We like that about you.
At OCLC, we believe you'll do the best work of your life when you're living the best life possible.
We work hard to build the technology that connects thousands of today's libraries. But we also work hard to make a job at OCLC a meaningful part of a balanced life- not a substitute for one.
The Job Details are as follows:
Discover. Innovative. Collaborate. Inform. A few words we use to describe a career at OCLC.
Technology with a Purpose. OCLC supports thousands of libraries in making information more accessible and more useful to people around the world. OCLC provides shared technology services, original research and community programs that help libraries meet the ever-evolving needs of their users, institutions and communities. With office locations around the globe, OCLC employees are dedicated to offering premier services and software to help libraries cut costs while keeping pace with the demands of our information-driven society.
This role performs diversified duties including office administrative, advisory services and support for executive management and their team. Tasks performed are often confidential in nature and require considerable discretion, knowledge of the organization, interpersonal skills, mature judgment and timely response. Manages procedural functions to assist the executive and reporting divisions in accomplishing the mission and strategic goals of OCLC.
· Maintains sensitive and confidential information relative to personnel and salary administration, incentive plans, budgets and mergers and acquisitions. Maintains financial, personnel and other pertinent data for ready-reference by the executive.
· Takes actions authorized during the executive’s absence and uses initiative and judgment to handle matters requiring attention in a manner that minimizes the effect of absence.
· Answers and screens phones, takes messages and redirects calls. Communicates messages or obtains information on behalf of the executive from different persons or organizations.
· Acts as a resource to OCLC administrative support personnel and staff within reporting divisions regarding implementation and interpretation of OCLC and division policies and procedures.
· Under minimal supervision, performs a variety of administrative tasks including preparing, composing, editing and typing general business documents from brief oral or written instructions. Sends correspondence of moderate complexity on behalf of the executive without prior review in order to relieve the executive of administrative details wherever possible. Sets deadlines with direct reports or other managers so executive can meet deadlines that are imposed from his or her superior.
· Maintains calendars, schedules meetings, prepares agendas, assembles and distributes supporting materials for discussion or review prior to meetings. May be responsible for scheduling meetings and maintaining calendars for multiple staff as needed.
· Sorts, reviews and distributes regular mail. Redirects mail and maintains follow ups. Reviews electronic mail in absence of the executive and/or staff and forwards as necessary.
· Coordinates travel arrangements for the executive, staff and incoming guests which include: flight and hotel reservations and ground transportation, meeting schedules, and itinerary preparation for extended or international travel. Creates expense reports and travel authorizations in a timely manner.
· Maintains and updates office records, rosters, directories, distribution lists and/or manuals. Performs follow-up activities as needed.
· Coordinates and assists with special events and/or conferences held in Dublin or other regional locations including Australia, Leiden, Birmingham, Sheffield, Oberhaching, Seattle, Denver and New Jersey. special events and/or conferences may include, but are not limited to, multi-day, bi-annual Strategic Sales, Enterprise Product Management and Portfolio Planning meetings, ALA conference meetings/events, Public Library Association meetings/events, and Global and Regional Council meetings.
· Prepares reports, spreadsheets, and preparations by gathering, compiling, and summarizing information and drawing conclusions. Assists with the coordination and preparation of speeches made by the executive.
· Manages and assembles for approval, reporting divisions’ budgets including salary planning, revenue, operating, and capital budgets and forecasts. Creates center level operating and capital budgets. Reviews and analyzes monthly reporting divisions’ Responsibility Center Reports (RCR); tracking variances and bringing them to the attention of the executive.
· Provides direction to administrative staff and assists with interviewing and training other administrative staff, as requested. Delegates work, when necessary, to other support staff within reporting divisions.
· Prepares and maintains records in connection with the executive’s business, personal and civic activities.
· May build and maintain wiki pages on the Corporate Intranet.
· May schedule, set-up and provide technical support for video conferences with multiple locations.
· May provide support for a vice president or executive whose office is in a regional location in the U.S. or Europe.
· May work daily with managers and staff in other locations worldwide arranging meetings at their request spanning as many as 6 different time zones.
· May schedule, assist, provide technical support and record WebEx conferences as requested..
· Requires skilled use of Microsoft Office Word, PowerPoint, Excel, Access, and Outlook, and in some cases Microsoft Office Project, Microsoft Office Publisher, Visio and OCLC proprietary internal software as needed such as NetSuite, Concur and WorkDay.
· Orders and maintains supplies and forms.
· Provides back-up services for absent administrative support personnel or staff.
· Performs duties and responsibilities unique and/or specific to assigned office or assists with special projects, as assigned.
· May be responsible for co-chairing United Way or Operation Feed campaigns.
· High school diploma or technical school studies
· Generally seven to ten years of progressively responsible administrative experience, including five years of experience interacting with executives or three years’ previous office management or supervisory experience.
· Excellent oral and written communication skills to correspond and interact with all levels in the organization, external companies and other contacts.
· Able to work independently to prioritize and perform multiple and complex tasks to meet deadlines.
· Demonstrated competence with standard office equipment, office applications software or equivalent software, office procedures, budgeting, time management and event planning.
· High level of professional competence, strong interpersonal and organizational skills, and ability to maintain confidentiality is required.
· Good analytical skills and sound grasp of statistical and financial concepts.
Desired but not Required:
· Associate degree
· In-depth knowledge of OCLC and its structure, including general office protocol, policies, practices and procedures.
· Specialized business courses in bookkeeping, accounting, or office management.
· Ability to design and maintain wiki pages.
· Knowledge of SharePoint use and design.