Senior Administrative Assistant

Role: Senior Administrative Assistant
Location: Newark, NJ - Hybrid - 3 days per week onsite; other locations as needed
Duration: 12 Months

Position Summary
The Senior Administrative Assistant provides a broad range of administrative and secretarial support to a Vice President and the assigned work groups. This role handles sensitive and confidential information and requires a high level of discretion, judgment, initiative, organization, and attention to detail.
The successful candidate will work independently, interact effectively with executives and senior management, and coordinate with internal teams, vendors, government representatives, and external stakeholders.
Key Responsibilities

• Perform a variety of clerical and administrative duties, including typing, filing, document preparation, and record maintenance.
• Screen, direct, and prioritize incoming correspondence and telephone calls to the appropriate individuals.
• Maintain and coordinate leadership calendars, meetings, conferences, and appointments.
• Provide administrative guidance and support to team members regarding departmental and company processes.
• Support employee and contractor onboarding and offboarding activities, including establishing access and accounts and coordinating technology equipment such as laptops, monitors, and mobile devices.
• Assist with departmental financial processes, including purchase requests, travel requests, purchase orders, P-Card payments, invoice processing, procurement activities, and general budget management.
• Maintain departmental files and records.
• Update project and budget information and track departmental deadlines.
• Organize conferences, meetings, and other departmental events.
• Process expense reports and ensure timely responses and close-out of information and data requests.
• Assist with vendor setup and coordinate with the SAP vendor team.
• Research and handle sensitive or confidential issues on behalf of the Vice President and organization.
• Perform other administrative functions required to support assigned work groups.

Required Qualifications

• High school diploma or GED.
• 5 years of experience providing office support and administrative services within a medium- to large-sized organization, preferably an organization with 500 employees.
• Advanced proficiency with Microsoft Word, Excel, and PowerPoint.
• Excellent written and verbal communication skills.
• Demonstrated ability to work effectively with individuals at all levels of an organization, including senior leadership and external stakeholders.
• Ability to interact professionally and effectively with executives and senior management.
• Strong organizational skills and the ability to work independently using sound judgment and initiative.
• Ability to manage multiple priorities and tasks simultaneously under pressure while maintaining accuracy, timeliness, and attention to detail.
• Strong customer/client focus and teamwork skills.
• Willingness and ability to learn new processes, procedures, and software applications.

Preferred Qualifications

• Prior experience using SAP.
• Prior experience using Concur.
• Experience working with enterprise/corporate systems and platforms.
• Experience supporting executive-level leadership.

Core Competencies

1. Safety and Security
2. Communicates and Influences Effectively
3. Customer-Centric Collaboration
4. Drives Results and Ensures Accountability
5. Values and Leverages Differences