Administrative Assistant Level 2

         This Position is 8 hours Monday thru Thursday and 4 hours on Friday. With a total of 36 hours

Position Summary

This position provides comprehensive administrative support for Workplace Services (WPS) at the Mayfield Heights Location (MAY), with primary responsibility for reception, assisting in coordinating Recreation & Events programming and supporting broader facilities operations.

The role supports event planning and execution, administrative operations, and facilities-related processes through scheduling, vendor coordination, correspondence, recordkeeping, and budget tracking. This includes sports leagues, employee engagement events, holiday celebrations, vendor visits, and corporate-sponsored programs.

Additionally, this position supports WPS leadership and staff by managing work requests, managing the Mother’s room, coordinating supplies, and assisting with day-to-day operational needs. The role partners with other campuses and provides backup support across the Workplace Services.

Essential Functions

Functional Expertise

• Coordinate, plan, and execute Recreation & Events programs, including logistics, scheduling, vendor engagement, and communication.
• Provide administrative support for facilities operations, including work request tracking, and managing communication monitors “Enplug” at our location.
• Maintain accurate records, documentation, and filing systems in compliance with company policies.
• Support accounts payable processes, budget tracking, and financial recordkeeping.
• Manage office, safety, and maintenance supply inventory, including monitoring and ordering.
• Assist in developing and maintaining documentation aligned to operational and strategic objectives.
• Utilize and track business metrics; communicate updates to stakeholders.
• Standardize processes and recommend improvements to enhance efficiency and consistency.

Workplace Operations & Front Desk / Security Support

• Serve as a team member supporting reception operations, administrative services, and security awareness for the facility.
• Act as a first point of contact for employees, visitors, and guests, ensuring adherence to company policies and procedures.
• Provide first-response support for building-related needs, ensuring compliance with our client rules, regulations, and safety standards.
• Identify operational or safety concerns and initiate corrective actions, escalating issues as appropriate.
• Provide backup support for customer meetings and on-site engagements.

Event & Stakeholder Coordination

• Partner cross-functionally with marketing, executive leadership, and other departments to support large-scale events, customer visits, training sessions, and VIP/dignitary engagements.
• Coordinate logistics and provide administrative support to ensure a seamless experience for internal and external stakeholders.

Organizational Effectiveness & Change

• Support WPS leadership in implementing existing and new programs across events and facilities operations.
• Contribute to continuous improvement by identifying opportunities, challenging inefficiencies, and supporting change initiatives.
• Demonstrate accountability for deadlines, deliverables, and program execution.
• Prioritize tasks effectively in a fast-paced environment with strong attention to detail.
• Respond promptly to customer and stakeholder needs, ensuring timely issue resolution.
• Demonstrate professionalism, integrity, and alignment with organizational values.

Legal authorization to work in the US is required. Rockwell will not sponsor individuals for employment visas, now or in the future, for this job opening.

• Strong communication, organization, and time management skills.
• Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook, OneNote) and SAP.
• Experience with event registration platforms and event signage tools.
• Ability to schedule meetings, manage calendars, document meeting minutes, and track follow-ups.
• Strong attention to detail with the ability to manage multiple priorities simultaneously.