Assistant
Posted on :
14-03-2024
Employer Active
1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
14-03-2024
Job Description
Req ID : 2627188
Overview:
Tekwissen group is a workforce management provider throughout the USA and many other countries in the world. This Client is one of the leading providers of Information and Communication Technology (ICT) to service providers. We enable the full value of connectivity by creating gamechanging technology and services that are easy to use adopt and scale making our customers successful in a fully connected world
Job Title: Assistant
Location: Morristown NJ 07960
Duration: 9 Months
Job Type: Contract
Work Type: Onsite
Job Description:
- Manage and support in creating information.
- Build structure in document handling systems.
- Support compliance in documents classifications and access based on info confidentiality data privacy.
- Upload and update documents.
- Gather already established presentation information material and distribute accordingly (e.g. newsletters/internal updates organizational announcements templates etc.).
- Create contents for information compliant with client Brand.
- Distribute contents.
- Provide knowledge of available sources/tools to find relevant information.
- Prepare documents and support in case of audits.
- Support with use of administrative tools.
- Handle prepare and amend orders invoices etc. according to client policies and local cost directives e.g. EB My Support as agreed with manager.
- Handle and create claims for reimbursements on behalf of manager e.g. Concur as agreed with manager.
- Act as expert for administrative systems and guide in routines e.g. EB My Support ESS MSS Employee Central EriDoc ITM Concur.
- Assist with contact towards Support Teams in different situations e.g. escalation of different issues.
- Administrate assets/distribution lists and access rights in related systems for employees consultants and customers (e.g. My Support EB client Remote Access Concur Finance Systems etc.). Support compliance with information security.
- Handle requests/questions in specific Assistant team mailbox.
- Support with travel for personnel.
- Plan organize and book travel arrangements.
- Support on how to manage travel arrangements ensuring all corporate policies are followed e.g. travel booking hotel other transportations security arrangements. Level of support as agreed with unit manager.
- Support and organize visa arrangements invitation letter letter of guarantee for internal/external travels according to regulations. Level of support as agreed with unit manager.
- Support employees mobility (STA/LTA projects office relocation etc.).
- Handle entry and exit administration.
- Administrate entry for employees and Consultants.
- Introduction of new employees into the unit.
- Support the implementation and followup of the activities related to the induction/welcome program. Administrate exits for employees and Consultants (e.g. exit check list).
- Provide leaders support (LT KAM LM).
- Act as gatekeeper handle managers calendar emails travel arrangements.
- Plan and organize meetings.
- Receive Customers Suppliers internal Stakeholders.
- Handle presentations documents communications (e.g. meetings material Customer/Suppliers contracts organizational changes etc.).
- Support in targets setting budget preparation cost control costsaving.
- Keep track of People time plan and actions followup incl.
- Voice and improvement plans.
- Prepare monthly business report. Approve by delegation (e.g. time sheet Eridoc My Support Concur EB MSS ITM Employee Central etc.).
- Be an active member of the unit Leadership Team.
- Take decisions (based on applicable delegations) and followup actions on managers behalf.
- Support improvement of admin routines.
- Ensure that the level of administrative support meets the business needs of the unit or management.
- Coordinate and contribute with new ideas to improve and optimize the administrative tasks.
- Efficiency reusing simple automations (e.g. email merge excel macro DocuSign etc.).
- Distribute information and instructions regarding new routines in the administrative area.
- Act as implementation support as applicable.
- Ensure that administrative routines follow directives and policies.
- Network internally/externally.
- Organize/participate in regular meetings with unit assistants to share information and drive administrative issues/questions.
- Coordinate own assistant network.
- Maintain and build relationship internally for knowledge sharing be involved in onboarding new assistants distributing information and aligning the ways of working.
- Build and maintain relations with relevant external assistants.
- Share valid information within the assistant network inside and outside own unit Plan & organize e.g. meetings WS events.
- Plan organize and coordinate meetings logistics e.g. book room different conference equipment refreshments both before and during meeting.
- Plan organize and coordinate meeting information e.g. agenda send relevant information to participants.
- Attend meetings in order to assist with administrative parts e.g. take minutes of meeting record action plans followup action points progress and deadlines.
- Coordinate unit (or outside unit as applicable) events e.g. birthdays jubilees leavers ensuring adherence to company instructions and policies.
- Plan organize and coordinate meetings with internal/external clients and suppliers e.g. coordinating contact between client and external teams.
- Support and coordinate Business lunch and dinner e.g. scheduling and booking ensuring all corporate policies are followed.
- Act as team leader for unit assistant group.
- Plan tasks and resources to carry out the required activities in time and according to quality targets.
- Align ways of working for unit assistants.
- Knowledge sharing collaboration information sharing within unit.
- Ensure unit assistants are aware of the unit priorities.
- Coordinate own assistant network within unit.
- Be able to coordinate assistants teams facetoface and remotely.
- Coordinate onboarding new assistants.
- Secure vacation plan of the team backup considering local guidelines and regulations.
- Consult about new services assistant related in LAS.
- Support activities centralization and pursue opportunities for efficiency (simplification automation).
- Follow up performance of the team to identity barriers.
- Coach the team and support the development plan (Client Academy Degreed learning resources knowledge sharing job rotation etc.).
TekWissen Group is an equal opportunity employer supporting workforce diversity.
Employment Type
Full Time
Company Industry
Key Skills
- Fashion Retail
- Engineering
- IFRS
- Axapta
- Computing
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