Administrative Assistant

Administrative Assistant

Pay Rate: $35/HR Location: 100 Park Avenue, Florham Park, NJ 07932

Qualifications:

• High school diploma/GED with a minimum of two years of experience in providing administrative support to senior executives in a business environment. This includes travel scheduling, expense reporting, invoice processing and event scheduling and planning.
• Excellent computer skills including Microsoft applications Word, Excel, PowerPoint and email use
• Possess strong communications and organization skills.
• Multi-task oriented and able to manage tight deadline demands with attention to details and follow-up activity.
• Professional and mature demeanor with strong team orientation.
• Strong customer focus, especially critical for interactions over the phone.
• Strong interpersonal skills, able to work across functions and manage outside vendors.
• Exceptional knowledge of Microsoft Applications.
• Passion for learning and openness to taking on new responsibilities.
• Customer orientation.
• Ability to collaborate across multiple teams.
• Flexibility and teamwork in dynamic environments.
• Proven initiative and ownership in ambiguous and new situations.
• Continuous improvement mindset.

Preferred:

• Associate Degree or Bachelor's degree in either Business or Marketing or related field.
• Working knowledge of databases such as SAP and Power BI.

Responsibilities:

• The Administrative Assistant / Administrative Associate will support the department by managing daily office functions to ensure efficiency of operation of the group, including, but not limited to:
• Independently initiating actions, monitoring the process, and following through to completion or resolution of all phases of assignments.
• Scheduling appointments and maintaining calendars.
• Scheduling, coordinating and facilitating meetings, conferences; scheduling, organizing and managing logistics for events and travel arrangements (both domestic and international).
• Monitoring, reconciling, and assisting with fiscal administration for the Global Development and US Technical Service teams.
• Financial management - Processing and tracking invoices and payments for development trials, honorariums, university, etc.; budgets (expense report management, cost center management, reconciliation).
• Establishing and maintaining effective working relationships; serving as the first point of contact in communication with internal and external customers.
• Supply procurement and physical resource management; Purchasing card documentation and reconciliation.
• Use SAP reporting tools to provide requested data/information.
• Utilize various software, including Outlook, Microsoft Office, SAP to produce customized reports, presentations, documents, databases, journals and correspondence.
• Record retention management - establishing, updating, and maintaining files and records.
• Utilize discretion and maintain confidentiality in handling sensitive documents.
• Contract management - steward submission and approval process, tracking and resolution.
• Assist with group projects and function as back-up administrative resource for other groups when needed.
• Experience using Outlook, SAP, and SharePoint