Administrative Assistant, IT
Apply Here Job Description :
The Administrative Assistant will support the operational and administrative needs of a department with primary support to the Vice President and team. Major responsibilities include: calendar and travel management, invoice and expense coordination, office management and meeting coordination.
Location:
This role is in-person
at our office in
Parsippany, NJ
with a hybrid schedule
.
Executive support/calendar management:
- The Administrative Assistant will be proactively manage daily calendars and resolve scheduling conflict. They will book and prepare comprehensive travel arrangements as needed (flights, hotels, car rentals, reservations).
- They will manage expense reports, coordinate departmental invoices, reconcile capital expenditure requests and expense accounts. They will also be responsible for meeting deadlines and policies.
Office Management/Team Support:
- The Administrative Assistant will track departmental vacation schedules, time off and coordinate all time-sheets.
- Create/update PowerPoint presentations, assist in the logistical preparation for meetings and interviews including reserving conference rooms for VPs, ordering meals, liaising with IT, etc.
- General office management including management of office supplies, coordination of accepting and signing for deliveries and packages, distribution of trade magazines and coordination of shared materials across departments.
Other Responsibilities:
- Planning and supporting events, team-building activities and celebrations.
- Collecting information from department partners with an attention to detail in creating PowerPoint presentations. Taking meeting minutes.
Required Qualifications:
- At least 2+ years of administrative experience supporting a team of senior level executives in a fast paced environment
- Flexible working hours, avaialbe outside of core business hours
- Exceptional interpersonal skills, business writing & verbal communication
- Proven mastery in Microsoft Office Applications with emphasis on powerpoint and excel
- Deadline driven with flexibility
- Superior organizational skills
- Flexible with changing job requirements as the business needs change
- Ability to resolve problems without close supervision
Preferred Qualificiations:
- Fluent in French