Administrative Assistant-Whitehouse Station, NJ

Administrative Assistant

Start Date: 05/09/2022 Duration: 6 Months with Extension Location: Whitehouse Station, NJ - Hybrid Schedule 3 days in office 2 days WFH

This position requires the ability to handle multiple priorities, anticipate needs, and independently handle tasks and decisions, working closely with administrative and marketing team. The ideal candidate must be able to provide personalized and confidential executive assistance with discretion and judgment, display a high degree of professionalism when dealing with key executives and business partners, and be able to work with minimal supervision. The position reports to the Regional Executive Officer/Los Angeles Branch Manager in the downtown L.A. branch, and also supports the Field Operations team.

Responsibilities:

• Participate in planning and provide administrative support for departmental meetings and special events.
• Create effective PowerPoint and other presentations, as needed. Looking for individual who can use templates and create a template if needed. Ability to be pro-active and creative going forward to anticipate upcoming branch/manager meetings.
• Schedule and coordinate travel arrangements. Keep up-to-date on corporate travel policies and travel booking software, e.g., Concur.
• Prepare, submit, and track expense reports, as well as assist with data input and report generation
• Arrange meetings and conference calls.
• Responds to regularly occurring requests for information.
• Maintain a proactive diary of items, including proactive support and follow up on items as needed.
• Maintain schedules and calendars.
• Responsible for maintaining reporting, administrative & marketing support systems accurately and comprehensively.
• Proficient user of Sharepoint, data analytics, and other financial reporting tools (being able to access and populate, cut and paste data; no interpretation of data)
• Coordinate, plan and lead branch social, volunteer and holiday events
• Performs other duties as assigned.

Qualifications:

• Advanced proficiency in MS Word (confident in advanced features; ability to take content and make it look professional and attractive), PowerPoint (strong knowledge of templates and advanced features including animation), Excel (understanding of pivot tables helpful and basic formulas), Outlook (usage of the calendar, email distribution lists, customer contact lists) and all editing and updating of these lists, working knowledge of company intranet, internet and travel and expense systems (Concur).
• Excellent organizational and time management skills, including demonstrated ability to multi-task, independently prioritize work in a high-volume environment, meet deadlines, and exercise excellent decision-making skills.
• Sound understanding of Zoom, WebEx and other teleconferencing equipment (be able to basically troubleshoot and answer questions if volume is not working or on mute or camera not turned on; redirect participants to call in numbers, advance slides for speakers).
• Strong written and verbal communication skills and proven ability to build relationships internally and externally.
• Demonstrated ability to serve as a key administrative resource including the ability to research inquiries and provide accurate and timely responses.
• Strong interpersonal skills and the ability to communicate with all levels of the organization.
• Willingness to learn new systems and workflows
• Analytical ability is required to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
• Proven ability to work independently and be a self-motivator
• High school degree; College degree preferred.
• 5+ years administrative experience required.