Administrative Assistant
divihn.com
For further inquiries about this opportunity, please contact our Talent Specialist, Abdul at View phone number on click.appcast.io or Saravanakumar at View phone number on click.appcast.io Title: Administrative Assistant
Duration: 6 Months
Location: Painted Post, NY Schedule: Monday - Friday 8 AM - 5 PM Local candidates only This position will be covering while two people are out on leave (not at the same time) Travel Requirements: No travel Only W2 candidates are eligible for this position. Third-party or C2C candidates will not be considered Job Description:
Interview Process: Phone screen, then onsite interview
Duration: 6 Months
Location: Painted Post, NY Schedule: Monday - Friday 8 AM - 5 PM Local candidates only This position will be covering while two people are out on leave (not at the same time) Travel Requirements: No travel Only W2 candidates are eligible for this position. Third-party or C2C candidates will not be considered Job Description:
- The Administrative Assistant II provides high-level administrative support to multiple departments and project teams, ensuring smooth day-to-day operations.
- This role involves managing schedules, coordinating travel, maintaining records, processing financial transactions, and assisting with office management.
- The individual will play a key role in supporting department activities, budgeting processes, and special projects, while serving as a liaison between various stakeholders.
- Strong organizational skills, attention to detail, and excellent communication are essential for success in this role.
- Serve as primary administrative support for designated staff and project teams.
- Oversee day-to-day office operations, including supply management and resolution of administrative issues.
- Provide administrative support, including calendar management, meeting coordination, onboarding assistance, and initiatives to enhance employee morale.
- Organize director's time (calendar and daily leadership needs).
- Travel Arrangements (including shuttle, CONCUR, and American Express).
- Plan and manage logistics for department events, meetings, and customer visits in collaboration with the SP Events team.
- Onboard new hire actions, IT requests, e-tad facilitation, and space requirements for the Directorate.
- Manage monthly ETADs by sending reminders, overseeing account management, and ensuring timely updates.
- Maintain and order office supplies within the departmental budget considerations
- Input PeopleSoft Purchase Orders
- Serve department SPITS Coordinator
- Work effectively with other admins within the department and division to provide optimum support.
- Provide back-up support when needed.
- Prepare presentations, spreadsheets, graphs, and Power BI reports as requested using appropriate skills and software.
- Update and maintain the SharePoint, and MS Teams sites.
- Provide Department Archive Record Management (DARM) support to both directorates, assisting with audits, sharing expertise, and ensuring accurate recordkeeping.
- Assist the managers with special projects or needs as requested.
- Associates preferred, but not required
- 3+ years Admin Asst experience, preferably in a corporate environment
- Proficiency in Microsoft Suites and PeopleSoft.
- Experience with Concur a plus.
- Strong verbal and written communication skills, ability to learn quickly.
- Organizational Skills: Highly organized with strong attention to detail and the ability to prioritize tasks effectively
- Communication Skills: Excellent written and verbal communication skills; comfortable interacting with all levels of internal and external stakeholders.
- Confidentiality: Exercise high discretion and integrity when handling sensitive or confidential information.
- Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), PeopleSoft, Concur, and other relevant systems.
- Problem-Solving: Strong decision-making and problem-solving skills, with the ability to adapt to changing priorities and deadlines.
- Customer Service: Professional, approachable, and customer-focused; proven ability to work collaboratively within a team and build relationships.
- Self-Motivation: A self-starter who works productively and independently with minimal supervision.
- AAS Degree in Business Administration.
- Administrative experience with strong technical computer and software skills
- 3+ years of related administrative experience, preferably in a corporate environment.
- Previous experience with Client systems and processes is a plus.
Interview Process: Phone screen, then onsite interview
Vacancy posted 1 day ago
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