Administrative Assistant

Job Description

The Mosaic Company (NYSE: MOS) is the world’s leading integrated producer of concentrated phosphate and potash, two of the three most important nutrients in agriculture. With a global workforce of over 13,000 people across six countries, Mosaic is dedicated to serving farmers worldwide. Headquartered in Lithia, Florida, the company maintains extensive operations throughout North America (U.S./Canada) and South America.

About the Role: Administrative Assistant

Mosaic is seeking a highly organized and proactive Administrative Assistant to provide comprehensive administrative, organizational, and technical support to a Manager and their department. This role is crucial for ensuring the smooth day-to-day workflow, managing essential department functions, and facilitating efficient operations.

Work Location and Schedule

• Location: Riverview, FL
• Schedule: 9/80 (This common schedule allows for every other Friday off, working nine hours a day for eight days and eight hours on one day over a two-week period.)

Key Responsibilities

As an Administrative Assistant, you will be responsible for a diverse range of tasks, including but not limited to:

• Comprehensive Administrative Support:
  • Manage and coordinate the Manager’s schedule, including calendar management, scheduling appointments, meetings, and conference calls.
  • Provide general departmental administrative support, which involves organizing and meticulously maintaining physical and digital files.
  • Prepare and process P-card/T&E card expense reports with accuracy and attention to detail.
  • Proofread and format a variety of correspondence and presentations, ensuring professional quality and adherence to company standards using Microsoft Word, Excel, and PowerPoint.
• Correspondence and Document Handling:
  • Assist with daily correspondence, including drafting, e-mailing, copying, faxing, and scanning documents.
  • Handle confidential material with the utmost discretion and integrity.
• Independent Task Management:
  • Manage administrative details and routine issues proactively and independently.
  • Take full responsibility for completing assigned tasks accurately and on time, maintaining a high standard of quality.
• Travel and Meeting Coordination:
  • Arrange comprehensive domestic and international travel logistics for the Manager and department staff, including flights, accommodation, and ground transportation.
  • Facilitate the procurement of passports and visas for international travel as required.
  • Schedule and set up conference calls and meetings, ensuring all necessary audio-visual equipment is prepared and functional.
  • Coordinate and order catered meals for meetings as needed.
• Event Organization & Financial Administration:
  • Assist in organizing and coordinating departmental events.
  • Manage expense reports, ensuring timely submission and accuracy.
• Special Projects:
  • Undertake other duties and special projects as assigned under general supervision, demonstrating flexibility and a willingness to support departmental goals.

What You Need for This Role

• Education: High School Degree/GED required.
• Experience: 1-2 years of proven administrative experience is required.
• Technical Skills: A minimum of 2+ years of experience utilizing Microsoft Office applications (Word, Excel, PowerPoint, Outlook) is essential.