Executive Assistant

Position : Executive Assistant

Location : Franklin Lakes, NJ or San Diego, CA or Baltimore, MD

Duration : 9 Months

Total Hours/week : 40.00

1st Shift

Client : Medical Devices Company

Job Category : Admin/Clerical

Level of Experience : Mid-Level

Employment Type : Contract on W2 (Need US Citizens or GC Holders or GC EAD or OPT or EAD or CPT)

Job Description:

• The Executive Assistant will provide administrative support and communication facilitation to the Integration Management Office (IMO) including the Integration Leader, Program Management Leader and Commercial Integration leader.
• The successful candidate will have a genuine interest and appreciation for our customers and our associates, and the drive and initiative to learn quickly and get things done. He or she must be able to work in a team environment while managing multiple tasks independently, and maintaining confidence and diplomacy.

Key Responsibilities

• Proactively manages complex calendars with competing priorities to keep the leader and team abreast of meetings and tasks and ensures s/he has the information necessary to effectively navigate through their day. Schedules activities and meetings and manages calendars.
• Coordinates meetings and proactively resolves conflicts, including making recommendations for meetings with other leadership team members. Handles all administrative matters related to meetings, including booking meeting rooms, arranging catering, gathering supplies, ensuring room is equipped appropriately, etc.
• Responds to telephone, email and in-person inquiries providing general information and referring inquiries to appropriate sources based on a broad knowledge of the Company. Handles confidential information and sensitive correspondence.
• Schedules business travel and accommodations and reconciles and maintains expense reports.
• Organizes, coordinates and attends staff meetings, as requested, to document all pertinent information either electronically onto a laptop, on flip charts or other forms of note taking. Tracks action items and follows up to ensure successful completion.
• Manages functional correspondence including team newsletters, web content and program progress reports and drafts sensitive correspondence such as organization announcements.
• Opens new projects, tracks contracting and invoices, reconciles and submits bills for payment via SAP, manages vendor solicitation and communications.
• Reconciles and submit bills for payment.
• Performs other related duties as assigned by management.
• As a member of the Executive Administrative team, will also be called upon to serve as back up for other executive administrators.

REQUIRED QUALIFICATIONS

Education

• Minimum of a High School Diploma or GED with formal training or equivalent work experience required.
• College degree a plus but not a requirement.
• Experience managing vendors (following up on late invoices or deliverables, redirecting solicitation etc.)

Experience

• Minimum 3+ years’ experience as an Administrative Assistant and preferably 1+ years as an Executive Assistant supporting multiple leaders in a multi- functional, matrixed, fast-paced and diverse multicultural environment, preferably at a corporate level.

Knowledge & Skills

• Self-starter with the desire and ability to take initiative; ability to learn quickly.
• Demonstrated ability to work independently and handle multiple tasks efficiently.
• Proficiency with Concur and SAP (travel and expense reports).
• Proficiency with Microsoft Teams, Outlook and MS Office applications and other software as required.
• A keen sense of urgency in supporting IMO executives.
• Highly organized, communicative, responsible and detail oriented
• Demonstrated ability to exchange information clearly and concisely.
• High level of professionalism.

Key Competencies

• Ethical Conduct
• Flexible and Adaptable
• Action and Detail Oriented
• Business Acumen
• Growth Mindset
• Process Effectiveness
• Dealing with ambiguity