Administrative Assistant - Highbridge Consulting LLC

Parsippany, NJ 07054

About the Job

The Role:
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, expensend 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.

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

What you'll do:

Administrative Support for Commercial Operations Senior Leaders: o Calendar management and support
- Schedule and coordinate team meetings and webinars o Coordinate travel arrangements within company guidelines and manage itineraries o 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.
- Help to ensure timely response to departmental inquiries
- Perform general administrative functions to include, but not limited to, copying, faxing, mailing and filing
- 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 o 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

Requirements:
Possible right to hire
35 hour work week
Onsite in Parsippany, NJ
Onsite - Tuesday, Wednesday and Thursday
Remote - Monday and Friday

Source : Highbridge Consulting LLC