Administrative Assistant - Mid Level
Administrative Assistant - Mid Level
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
Position : Administrative Assistant
Location : Franklin Lakes NJ
Duration : 12 Months
Total Hours/week : 40.00
1st Shift
Client: Medical Device Company
Job Category: Administrative Services & Transportation
Level Of Experience: MidLevel
Employment Type: Contract on W2 (Need US Citizens or GC Holders Only)
Job Description:
- Admin will support 10 VPs and or Sr Directors up to 10 calendars
- the Sr Administrative Assistant serves as the administrative partner to senior managers reporting to the OCMO Leadership Team.
- This position is responsible for routine and nonroutine activities such as calendar management and event planning coordinating travel arrangements manages expense reports and general administrative support.
- The Sr. Administrative Assistant is expected to work independently taking routine direction and will manage competing priorities and must handle multiple tasks efficiently.
- The position has limited discretion and decisionmaking is limited to the defined scope of a project.
- This position is directly managed by but supports multiple nonexempt OCMO leadership staff (Sr Directors 5 and Directors 9
Responsibilities
Calendar Management Travel and Event Planning 50
- Proactively manages complex calendars with competing priorities.
- Schedules activities and meetings and manage the Executives calendars
- Coordinates meetings and proactively resolve conflicts including making recommendations for meetings with other leadership team members.
- Uses good judgment on when to involve the Executive in resolving competing priorities.
- Handles all administrative matters related to meetings including booking meeting rooms arranging catering gathering supplies ensuring room is equipped appropriately etc.
- Arranges travel plans including booking flights hotel accommodation car rental and providing appropriate travel directions.
- Stays abreast of any changes and responds with a sense of urgency. Ensures team members are aware of any changes to the arrangements or itinerary.
- May be requested to handle/ process expense reports for group.
General Administrative Support 30
- Maintain a high level of accuracy in all administrative tasks.
- Establishes and maintains appropriate electronic files (e.g. MS Teams sites/ folders)
- Attends specific meetings takes and transcribes meeting minutes.
- Meet quality standards for the position:
Invoice processing vendor management 20
- Coordinates approval and payments of invoices for expenses charged to managers department budgets.
- Resolves billing and payment issues. Enter purchase orders on SAP software system.
- Distribute purchase orders. Prepare and process payables by coding and recording.
- Reconcile expenses with A/P and Finance reports.
Required Experience:
Manager
Employment Type
Full Time
