Position : Administrative Assistant

Location : Franklin Lakes, NJ

Duration : 12 Months

Total Hours/week : 40.00

1^st Shift

Client: Medical Device Company

Job Category: Administrative Services & Transportation

Level Of Experience: Mid-Level

Employment Type: Contract on W2 (Need US Citizens or GC Holders Only)

Job Description:

• Admin will support 10 VP's and or Sr Directors up to 10 calendars
• the Sr Administrative Assistant serves as the administrative partner to senior managers reporting to the OCMO Leadership Team.
• This position is responsible for routine and non-routine activities such as, calendar management and event planning, coordinating travel arrangements, manages expense reports and general administrative support.
• The Sr. Administrative Assistant is expected to work independently, taking routine direction and will manage competing priorities and must handle multiple tasks efficiently.
• The position has limited discretion and decision-making is limited to the defined scope of a project.
• This position is directly managed by xxx, but supports multiple non-exempt OCMO leadership staff (Sr Directors (5) and Directors (9)

Responsibilities

Calendar Management, Travel and Event Planning (50%)

• Proactively manages complex calendars with competing priorities.
• Schedules activities and meetings and manage the Executives’ calendars
• Coordinates meetings and proactively resolve conflicts including making recommendations for meetings with other leadership team members.
• Uses good judgment on when to involve the Executive in resolving competing priorities.
• Handles all administrative matters related to meetings, including booking meeting rooms, arranging catering, gathering supplies, ensuring room is equipped appropriately, etc.
• Arranges travel plans including booking flights, hotel accommodation, car rental, and providing appropriate travel directions.
• Stays abreast of any changes and responds with a sense of urgency. Ensures team members are aware of any changes to the arrangements or itinerary.
• May be requested to handle/ process expense reports for group.

General Administrative Support (30%)

• Maintain a high level of accuracy in all administrative tasks.
• Establishes and maintains appropriate electronic files (e.g., MS Teams sites/ folders)
• Attends specific meetings, takes, and transcribes meeting minutes.
• Meet quality standards for the position:

Invoice processing, vendor management (20%)

• Coordinates approval and payments of invoices for expenses charged to managers’ department budgets.
• Resolves billing and payment issues. Enter purchase orders on SAP software system.
• Distribute purchase orders. Prepare and process payables by coding and recording.
• Reconcile expenses with A/P and Finance reports.