Administrative Assistant

Oakley, Inc. is a sport and lifestyle brand, driven to ignite the imagination through the fusion of art and science. Building on its legacy of innovative, market-leading optical technology, the company manufactures and distributes high performance sunglasses, prescription lenses and frames, goggles, apparel, footwear, and accessories.

• Assist the R&D and Design department with general administrative duties.
• Support managers and supervisors on projects and tasks. Large projects to include drafting and revising presentations.
• Create documents and manage purchase requisitions, non-disclosure agreements, vendor add forms, department organizational charts, expense reports, vacation requests, comp time, days off and sick days for the department.
• Read and route incoming mail. Respond to correspondence on behalf of manager and supervisors as required or requested.
• Locate and attach appropriate files to correspondence requiring a response.
• File correspondence and other records.
• Arrange travel schedule and reservations. Create detailed itinerary for manager & supervisors. Assistance with passport updates and drafting/composing visa documentation and acquiring appropriate signatures for department.
• Perform work activities requiring negotiating, instructing, supervising, persuading, or speaking with others.
• Maintain reports and budgets on a monthly/quarterly/yearly basis.
• When required, attend meetings as substitute for supervisor and report the information.
• Screen, review and process approval of Purchasing Card transactions and Expense Reports. Code and assign appropriate cost centers for individual expense reports as well as invoices within MarkView system.
• Answer telephone and give information to callers or route call to appropriate official and place outgoing calls. Take and deliver messages as needed and follow up with managers to assure that calls are being returned.
• Order and maintain adequate level of office and specialty department supplies. Order test samples and promo product from Oakley warehouse for department and distribute accordingly.
• Arrange department meetings, seminars, luncheons, and outings.
• Type departmental meeting minutes.
• Participate in determining objectives and approach to assignments.
• Handle special projects as needed.
• Act as main point of contact for department facility maintenance.
• Assist with departments shipping needs (domestic and international).
• Sign for department packages and assist with delivering to individuals within department.
• Track orders not delivered by contacting vendors and following up to ensure delivery are made in timely manner.

• 4+ years related experience.
• High school diploma or equivalent.
• Proficient in MS-Office (Word, Excel, Powerpoint, Outlook) and use of internet.
• Ability to anticipate needs and pro-actively seek out solutions.
• Ability to consistently relate to other people beyond giving and receiving instructions.
• Interact with co-workers or peers without exhibiting behavioral extremes.
• Ability to prioritize assignments and manage time efficiently.
• Ability to write simple correspondence.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees.
• Ability common sense and understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to resolve problems under pressure, involving multiple variables.
• Ability to execute assignments with precision/accuracy.
• Ability to perform activities on schedule.