Administrative Assistant - III (Senior) - Intelliswift Software Inc
Rahway, NJ 07065-0900
About the Job
Qualifications:
Not a remote position, three to four days in the office. Working closely with Managers Internationally and in US. Will support Director and below and exposed to Executive level, VP and above. Very collaborative team.
Qualifications: 5+ years Experience working with senior-level executives
o Calm, professional demeanor; self-confident with an approachable "can do” customer service mindset
o Excellent judgment and impeccable discretion; maintaining the highest level of confidentiality and work ethic
o Strong written and verbal communication, interpersonal and team skills
o Flexibility and resourcefulness to quickly adapt to changing priorities, detail-oriented, strong organizational skills
o Proactively identify potential issues and suggest resolutions
o Solid knowledge of Microsoft applications (MS Outlook, Word, Excel, Power Point, Teams, SharePoint)
o Previous Client experience preferred; working knowledge of Client internal system, e.g., Concur, Ariba, Fieldglass, COMET/SAP (expense reports, travel, purchase orders, financial management)
o Solid knowledge of travel VISA and Passport Applications processing preferred
o Desire to inspire and motivate by teaching and learning with colleagues in an ongoing effort of continuous self-improvement, high team performance and comradery
o Minimum three days onsite at Rahway will be required, with flexibility to accommodate additional team needs
Responsibilities:
Responsibilities:
• Schedule and manage meetings
• Plan events (liaise w/vendors, venues and catering, setting up POs, formatting/sending event invites)
• Manage and adjust agendas
o Finance Management:
• Manage and track invoices, set up POs
• Reconcile monthly expenditure reports
o New Employee Onboarding & Training
• Schedule team orientations
• Provide relocation/onboarding support
• Procure home office assets via Ariba
• Facilitate orientation, including building site tour/safety review, transportation, travel requests, etc.
o Support to Inter-Departmental Teams
• Offer Webinar teams support (spotlighting, effects, running polls, recordings); physical mailings (soon)
• EngageZone/MS Teams management
• Facilitate orientation for temporary assignment colleagues (Gig/Special Assignments)
o Other
• Provide onsite support for Rahway-based team members and visitors for Global Vaccines (including escorting visitors, preparing meeting rooms for meetings, printing, errands, and onsite orientations)
• Serve as vendor liaison for issues resolution
• Manage team sites
• Complete UG/Rahway visitor registrations for large external meetings
• Special projects assistance as needed
• Strong commitment to collaborating with admin team
• Strong commitment to taking direction from admin team
• Provide support/backup support to admin team and coverage for PTO
Not a remote position, three to four days in the office. Working closely with Managers Internationally and in US. Will support Director and below and exposed to Executive level, VP and above. Very collaborative team.
Qualifications: 5+ years Experience working with senior-level executives
o Calm, professional demeanor; self-confident with an approachable "can do” customer service mindset
o Excellent judgment and impeccable discretion; maintaining the highest level of confidentiality and work ethic
o Strong written and verbal communication, interpersonal and team skills
o Flexibility and resourcefulness to quickly adapt to changing priorities, detail-oriented, strong organizational skills
o Proactively identify potential issues and suggest resolutions
o Solid knowledge of Microsoft applications (MS Outlook, Word, Excel, Power Point, Teams, SharePoint)
o Previous Client experience preferred; working knowledge of Client internal system, e.g., Concur, Ariba, Fieldglass, COMET/SAP (expense reports, travel, purchase orders, financial management)
o Solid knowledge of travel VISA and Passport Applications processing preferred
o Desire to inspire and motivate by teaching and learning with colleagues in an ongoing effort of continuous self-improvement, high team performance and comradery
o Minimum three days onsite at Rahway will be required, with flexibility to accommodate additional team needs
Responsibilities:
Responsibilities:
• Schedule and manage meetings
• Plan events (liaise w/vendors, venues and catering, setting up POs, formatting/sending event invites)
• Manage and adjust agendas
o Finance Management:
• Manage and track invoices, set up POs
• Reconcile monthly expenditure reports
o New Employee Onboarding & Training
• Schedule team orientations
• Provide relocation/onboarding support
• Procure home office assets via Ariba
• Facilitate orientation, including building site tour/safety review, transportation, travel requests, etc.
o Support to Inter-Departmental Teams
• Offer Webinar teams support (spotlighting, effects, running polls, recordings); physical mailings (soon)
• EngageZone/MS Teams management
• Facilitate orientation for temporary assignment colleagues (Gig/Special Assignments)
o Other
• Provide onsite support for Rahway-based team members and visitors for Global Vaccines (including escorting visitors, preparing meeting rooms for meetings, printing, errands, and onsite orientations)
• Serve as vendor liaison for issues resolution
• Manage team sites
• Complete UG/Rahway visitor registrations for large external meetings
• Special projects assistance as needed
• Strong commitment to collaborating with admin team
• Strong commitment to taking direction from admin team
• Provide support/backup support to admin team and coverage for PTO
Source : Intelliswift Software Inc