Safety Administrative Assistant

Job Title:    Safety Administrative Assistant     
Reports To:    Safety Director
FLSA Status:    Non-Exempt
Location:    Shared Services (On-Site)

Summary:
We are seeking a Safety Administrative Assistant to join our team. This role provides administrative support to the Safety Director who supports our Meriton Operating Companies and will handle tasks like scheduling meetings, expenses, document management, data entry, and communication coordination. The individual must possess high integrity, discretion, and professionalism as they have access to sensitive, confidential information. They will contribute to the overall success of the Meriton Safety Department and promote a cohesive, collaborative environment. A can-do attitude is a must for this role.

Essential Duties and Responsibilities:
•    Assist with the administrative aspects of incident/accident reporting, including data entry and preliminary documentation.
•    Maintain accurate records of all incidents, near misses, and investigations.
•    Generate reports on incident trends and statistics as required.
•    Maintain inventory of safety supplies, personal protective equipment (PPE), and safety-related equipment.
•    Assist with procurement of safety materials and services.
•    Assists in managing calendars by scheduling meetings, appointments, and reminders, including coordinating with other team members and external contacts.
•    Responds to calls, screening emails, and directing inquiries to the appropriate person. Ensure the smooth flow of the office on a day-to-day basis by liaising with staff and suppliers.
•    Organizes, files, and retrieves electronic and physical documents, preparing presentations and reports as needed.
•    Assists and helps plan and coordinate company events and annual meetings where the Safety Director or Safety Department are present.
•    Manages and compile expense reports and invoices as needed.
•    Prepares meeting agendas, distributing materials, taking minutes, and following up on action items.
•    Inputs data into spreadsheets, create reports, and maintaining databases.
•    Regular, consistent and necessary to meet the needs of the business
•    Assists the leadership of the Safety team and other team members with various research projects and/or special projects
•    Performs other duties and responsibilities as assigned
•    Must conduct self in an ethical, legal, and responsible manner at all times
•    Must adhere to the policies, principles, and guidance within the Employee Handbook and Code of Conduct

Competencies 
•    Elevated professionalism which demonstrates tempered emotions, empathy, positive intent, and integrity in all interactions. 
•    Excellent communication and interpersonal skills with the ability to build strong relationships across all levels of the organization. Strong verbal and written communication skills
•    Ability to effectively communicate and present information one-on-one and in group situations, and outside of the company.
•    Ability to solve practical problems and manage a variety of variables in situations and with problems where only limited information or standardization exists
•    Open and transparent with a strong work ethic as well as the ability to handle sensitive and confidential information.
•    Strong attention to detail 
•    Ability to work in a fast-paced environment
•    Must be a self-starter, independent, and strong organization skills, with the ability to manage multiple priorities and deadlines at any given time 
•    Ability to establish and build effective working relationships with colleagues and staff. Acceptance of a variety of lifestyles, behaviors, and cultural, and spiritual practices

Education/Experience:
•    Associate’s degree in safety, business, administrative assistant or other related fields.
•    1 - 2 + years of experience in an administrative support role required.
•    Ability to work collaboratively with Leadership teams.
•    Must be proficient in the Microsoft Office Suite, including Outlook, Excel, PowerPoint and Word

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals 
with disabilities to perform the essentials functions. The noise level in the work environment is usually moderate. The workplace is in a corporate office environment and the temperature in the work environment is usually moderate. The position’s primary office is the Shared Services, Irving, TX office; however, telework or work at home, on the road, or in a satellite location for portions of the workweek may occur, depending upon project needs and requirements in coordination with your direct supervisor and/or most senior leader of your department.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable the individuals with disabilities to perform the essentials functions. Must be able to regularly lift and/or move up to 25 pounds and frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.