Administrative Assistant - Diverse Linx

Parsippany, NJ

About the Job

Role: Administrative Assistant
Type: Contract
Contract Location: Parsippany, NJ (hybrid)
Contract Duration: 5 months possible right to hire

Key Skills:

Must be very detailed
Multi tasker
Able to work in fast paced environment
Will be supporting 3 people
Calendar management
2+ Administrative experience

Description:

The Administrative Assistant role provides support for senior leaders within the Commercial Operations organization.
They'll handle the management of calendars, scheduling meetings, making travel arrangements while also managing financial tasks such as processing invoices, expense reports and Pcard expenses.
Confidentiality and organization are key as they ll maintain files, records, and ensure timely responses to inquiries.
Expect to handle general administrative tasks, document creation, and some meeting/event planning as well.

What you ll do:

Administrative Support for Commercial Operations Senior Leaders
Calendar management and support
Schedule and coordinate team meetings and webinars
Coordinate travel arrangements within company guidelines and manage itineraries
Assist with processing timely and accurate travel & expense reports
New hire onboarding support (equipment requests, initial setup requests, onboarding schedules, etc.)
Maintain confidentiality in all aspects of client, staff, and vendor information
Maintain department files, lists, archives, etc. o Help to ensure timely response to departmental inquiries
Perform general administrative functions to include, but not limited to, copying, faxing, mailing and filing o Assist with coordination and maintenance of records for staff, office space, telephones, security badge, etc.
Create and modify documents such as invoices, reports, memos, letters and agendas
Commercial Operations Team Support
Assist with Financial processes, including but not limited to, routing and securing necessary approvals of invoices, purchase orders, and agreements
Manage and reconcile team P-card expenses
Work closely with the department s Executive Assistant to provide support and assistance to the overall Commercial Operations team
Provide support for internal events team as needed, such as Kid s Day, Townhalls, etc.

You ll be successful if you have:

Detail-oriented, organized, and able to multi-task while meeting deadlines
Flexible and able to shift gears quickly, thrives on change and a fast-paced, energetic environment
Ability to work independently and be self-motivated with a strong work ethic and sense of ownership over goals
Ability to work effectively with others to help achieve goals
Excellent verbal and written communication skills with the ability to interact effectively and professionally with management, colleagues, consultants, and vendors
Strong initiative, organizational abilities, attention to detail and accuracy
Excellent problem-solving and follow-through skills to meet deadlines and shifting priorities
Must be able to prioritize tasks as to urgency and detail is key for support of Commercial Operations senior leaders
Advanced proficiency in Office (Outlook, Word, Excel, PowerPoint)

Required Qualifications/Experience:

College degree preferred or equivalent experience
2+ years of administrative work experience, preferred
Experience with a global organization with the ability to work across departments strongly recommended

Diverse Lynx LLC is an Equal Employment Opportunity employer. All qualified applicants will receive due consideration for employment without any discrimination. All applicants will be evaluated solely on the basis of their ability, competence and their proven capability to perform the functions outlined in the corresponding role. We promote and support a diverse workforce across all levels in the company.

Source : Diverse Linx