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Administrative Assistant Parsippany

Administrative Assistant

Full Time • Parsippany
The Role:
Using four to five sentences, please summarize the general function or overall purpose of this position.
  • The Administrative Assistant role provides support for senior leaders within the Commercial Operations organization.
  • They'll handle the management of calendars, scheduling meetings, making travel arrangements while also managing financial tasks such as processing invoices, expense reports and P[1] card expenses. Confidentiality and organization are key as they'll maintain files, records, and ensure timely responses to inquiries.
  • Expect to handle general administrative tasks, document creation, and some meeting/event planning as well.

What you'll do:
  • Administrative Support for Commercial Operations Senior Leaders:
  • Calendar management and support
  • Schedule and coordinate team meetings and webinars
  • Coordinate travel arrangements within company guidelines and manage itineraries
  • Assist with processing timely and accurate travel & expense reports
  • New hire onboarding support (equipment requests, initial setup requests, onboarding schedules, etc.)
  • Maintain confidentiality in all aspects of client, staff, and vendor information
  • Maintain department files, lists, archives, etc.
  • Help to ensure timely response to departmental inquiries
  • Perform general administrative functions to include, but not limited to, copying, faxing, mailing and filing
  • Assist with coordination and maintenance of records for staff, office space, telephones, security badge, etc.
  • Create and modify documents such as invoices, reports, memos, letters and agendas
  • Commercial Operations Team Support
  • Assist with Financial processes, including but not limited to, routing and securing necessary approvals of invoices, purchase orders, and agreements
  • Manage and reconcile team P-card expenses
  • Work closely with the department's Executive Assistant to provide support and assistance to the overall Commercial Operations team
  • Provide support for internal events team as needed, such as Kid's Day, Townhalls, etc.

You'll be successful if you have:
  • Detail-oriented, organized, and able to multi-task while meeting deadlines
  • Flexible and able to shift gears quickly, thrives on change and a fast-paced, energetic environment
  • Ability to work independently and be self-motivated with a strong work ethic and sense of ownership over goals
  • Ability to work effectively with others to help achieve goals
  • Excellent verbal and written communication skills with the ability to interact effectively and professionally with management, colleagues, consultants, and vendors
  • Strong initiative, organizational abilities, attention to detail and accuracy
  • Excellent problem-solving and follow-through skills to meet deadlines and shifting priorities
  • Must be able to prioritize tasks as to urgency and detail is key for support of Commercial Operations senior leaders
  • Advanced proficiency in Office (Outlook, Word, Excel, PowerPoint)

Required Qualifications/Experience :
• College degree preferred or equivalent experience
• 2+ years of administrative work experience, preferred
• Experience with a global organization with the ability to work across departments strongly recommended

Requirements:
  • Possible right to hire
  • 35 hour work week
  • Onsite in Parsippany, NJ
  • Onsite - Tuesday, Wednesday and Thursday
  • Remote - Monday and Friday

Key Skills:
  • Must be very detailed
  • Multi tasker
  • Able to work in fast paced environment
  • Will be supporting 3 people
  • Calendar management
  • 2+ Administrative experience
Compensation: $20.00 per hour




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