POSITION OVERVIEW/SUMMARY:
The Administrative Assistant provides professional administrative support to the office manager and/or the General Affairs department. The incumbent also manages the flow of visitors, calls, mail, and deliveries at the New Jersey office, handling all interactions in a manner that upholds and promotes the company’s positive professional reputation. This is a temporary 3-month assignment.
KEY RESPONSIBILITIES:
- Stationed at the reception desk, registers, greets, and assists employees, guests, and vendors.
- Answers telephones and provides information to callers, takes messages and/or transfers to appropriate staff members.
- Maintains high level of confidentiality when handling sensitive information during the execution of departmental objectives.
- Maintains the quality of the common area such as kitchen, mailroom, and meeting rooms.
- Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt for supplies.
- Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
- Communicates with the building management office to receive adequate services.
- Prepares and processes invoices, ensures timely payments, and tracks expenses.
- Creates, maintains, and enters information into databases such as PureSafety, SAI360, locker assignment list, private office assignment list, and departed expats list.
- Monitors the general affairs section of the company intranet as requested.
- Assists in the preparation of reports, presentations, and other documents.
- Manage multiple Outlook calendars with expertise (staff and departments).
- Assists other administrative staff in scheduling and holding meetings, events, and projects by booking arrangements, purchasing of food, supplies and handout material.
- Performs other general clerical duties to include, but not limited to, copying, faxing, mailing, filing, making travel arrangements, and processing expense reports.
- Supports the office manager with projects and miscellaneous duties.
- Performs other departmental duties as assigned.
RELATIONSHIPS:
Reporting:
- Reports to Manager, General Affairs
Managerial:
Other:
- Works closely with other MTPA administrative staff to coordinate functional, cross-functional, and external activities.
QUALIFICATIONS:
Education:
- Minimum high school diploma or certification required. Associate or Bachelor’s degree a plus.
Professional Experience:
- Minimum of 5 years administrative experience, including experience in a healthcare company/environment.
Knowledge and Skills:
- Knowledge of principles and practices of organization, planning, records management, and general administration.
- Ability to prioritize work assignments.
- Competency in Windows, MS Office (Word, Excel, PowerPoint) and other relevant computer software.
- Strong communication skills, verbal and written.
- Excellent organizational and time management skills.
- Exceptional attention to detail.
- Ability to work independently with limited guidance and direction.
- Good analytical and problem-solving skills.
- Ability to operate standard office equipment, including but not limited to, computers, telephone systems, copiers, and fax machines.
