Job Title: Executive Administrative Assistant
Work Location: Bridgewater, NJ / Hybrid
Contract: 6 months
Notes:
Work Location: Bridgewater, NJ / Hybrid
Work Schedule: FT / M-F 8:30 am - 5:00 pm
Description:
POSITION SUMMARY
The Executive Assistant provides direct advanced administrative support to the CMO.
Specific responsibilities include administrative support, invoice management, document preparation and management; extensive travel itineraries, as well as the ability to professionally interface with all levels of employees, the Client's senior executives, the local teams, and external partners and contractors. This position serves as a knowledge resource base for the teams supported, including corporate policies and procedures and other business requirements.
KEY RESPONSIBILITIES:
• Administrative support for assigned teams. Manage scheduling/maintaining calendars, meeting coordination (confirming availability, booking rooms, setting up teleconference or video conference capability, ordering food, etc.) making travel plans and reservations, processing expense reports.
• Administrative support in arranging national and regional group meetings (confirming attendee availability, book rooms, and set up teleconference or video conference capability and order food) as appropriate. Fill ad hoc requests for copy/printing/updating documents, shipments, documents filing, and group travel arrangements…
• Document preparation and management, including drafting, editing and proofing different types of documents, including agreements, memos, correspondence and presentation materials, and managing complex editorial changes to documents from multiple parties. Includes copying, distribution (internal & external) & follow-up, and coordination as needed with other staff, such as routing, signature and delivery of contracts.
• Invoice management for including advertising and promotional activities. Proactively manage Purchase Order Requisitions via timely correspondence and communication internally with team and externally with vendors and reconciles PO process at end of month. Maintain accurate record keeping of POs and invoices. Key participant in monthly PO procedures.
• Arrange and coordinate complicated travel schedules and itineraries for the groups using resources and knowledge of airlines, airports, ground transportation, accommodations, etc., to make thoughtful and efficient travel plans, considering corporate policies and individual preferences, as well as budget and time constraints.
• Responsibility for vendor credentialing program including serving as main contact for vendor, assuring all documents needed are up to date and providing timely response to team requests for documents needed.
• Lead Special Projects as assigned
• Resolve issues that may arise with regard, but not limited to technology, corporate expense accounts, budgetary issues, vendor invoicing, purchase orders and corporate travel itineraries; and build relationships with system leads company wide.
EXPERIENCE AND EDUCATION REQUIREMENTS
• Associate’s or Bachelor’s degree
• 5+ Years of Administrative Experience; supporting C-level executives a plus.
PREFERRED SKILLS:
• Proven ability to provide support to multiple teams, able to manage multiple priorities in a demanding workload.
• Excellent verbal and written communication & presentation skills, ability to interact successfully in a matrix environment
• Strong customer service focus, highly organized, strong focus on quality and detail orientation, able to perform in a fast pace environment
• Action and Results oriented, initiative to assume and lead projects and deliver as schedule
• Demonstrate leadership and proactive collaboration with all team members and senior executives, often taking on additional tasks to support colleagues.
• Forward thinker and planner; able to continually anticipate needs and use sound judgment
• Act in a discreet and professional manner with others, demonstrating sensitivity to the confidential nature of the company's business.
• Extensive problem solving ability
• Advanced computer skills using Microsoft Office Suite: Word, Excel, PowerPoint and Outlook and SAP
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