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Senior administrative assistant

Ascend Talent Solutions

This is a Full-time position in Edison, NJ posted December 15, 2019.

Our client is a renowned research and care facility with a focus on corporate social responsibility that needs a Senior Administrative Assistant who is project and business operations minded with exceptional communication and planning skills to manage the day-to-day initiatives and business operational activities of the Site Services department.

Job DescriptionThe Senior Administrative Assistant is business minded and a strategic planner that supports the day-to-day business operational activities of the department while supporting the Vice President and three other senior team members.

With impeccable communication and project management skills, the primary responsibility of the Senior Administrative Assistant will be to manage the complex and always changing calendar, human resources and iniatives and programs for the department.

The ideal Senior Administrative Assistant will have proven experience in calendaring, project management and budgeting with a special focus on executive-level and interdepartmental collaboration.

Responsibilities Include:Provides direct administrative support to the assigned Vice President and/or Director.Manages the Administrative Support Group within assigned department, including interviewing, selecting and hiring new employees; providing or arranging training for subordinates; evaluating subordinates’ performance; and recommending or approving personnel actions such as promotions, transfers, employee payroll time records, or disciplinary action to ensure adequate and competent staffing. The specifics of managing staff in multiple locations carries special requirement of oversight , travel, and motivation meant to ensure that administrative duties are seamless, standardized, and coordinated.Provides leadership around standard work and processes for all administrative functions and coordinate that workflow.Supports the initiatives and programs surrounding assigned Department.Maintains calendar, triages incoming calls/correspondence and priority requests.Provides administrative support in terms of organization, documentation, and assisting/coordinating that all key assignments, deadlines, and projects are met.Sets up conferences and conference calls, telepresence calls. Maintains accurate records of messages and current directory of key contacts.Utilizes strong organizational skills to manage multiple tasks and rapidly changing priorities. Keeps VP informed of progress or delays.Maintains the confidentiality of the department at all times both inside and outside the work place.Routes of distributes documents.

Processes expenses reports and other paper work.

Follows administrative systems such as accounts payable, payroll, personnel and purchasing.

Orders and renews subscriptions and processes dues payments.Reconciles purchasing cards and expense reports.Maintains personnel records of the direct reports to the VP and/or Director.Coordinates and confirms conference reservation and related travel arrangement for VP and/or Director.Provide analytical support.Screening calls for the Vice President and senior team members and providing appropriate responses and referrals for inbound calls.Scheduling and organizing cross-departmental, internal team, and individual meetings ensuring executives are on track and prepared for the meetings.Preparing presentations for the department and responding to correspondence on the executive’s behalf.Organizing and distributing departmental information, processes, and project statuses.Preparing expense reports and ensuring appropriate approvals are timely and submitted properly.Planning team building events and quarterly departmental meetings will be an additional responsibility of the Senior Administrative Assistant.Position Requirements5 – 10 years of previous Administrative Assistant experience supporting senior managers!Highly proficient in Microsoft Word, Excel, and Outlook.Professional, reliable, flexible and have a positive, can-do attitude.Excellent attention to detail with the ability to prioritizeAbility to communicate well in both written and verbal communication forms.Benefits
• PTO, PST, Medical, Dental, and Vision Compensation
• $85 $95/yrly