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  • New Providence, NJ 07974

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Administrative Assistant

Townsend & Associates • New Providence, NJ

Posted 11 days ago

Job Snapshot

Contractor
Other Great Industries
Management

Job Description

Responsibilities:
  • The Executive Administrative Assistant will provide direct support to the VP Corp. QRM Operations, and work collaboratively with the other senior administrative staff.
  • She/he will also provide back-up administrative support when needed.
  • She/he will be extremely proactive with a professional, courteous and approachable demeanor in all interactions.
  • This position will have a thorough understanding of our overall organization, including its management and operating structure, policies and procedures.
  • Perform overall calendar management to include scheduling appointments, meetings, and outside professional obligations and keeping the executive on-track daily.
  • This function requires forward thinking; anticipating conflicts and resolving issues, communicating changes and remaining abreast of all organizational events, meetings and HQ visitors in order to schedule the executive's time appropriately.
  • Monitor executive's email, prioritize requests, and respond on behalf of the executive when appropriate.
  • Prepare the executive daily for all appointments and meetings to include performing necessary research or tasking the relevant business office, as appropriate, to prepare background information, having information and/or materials ready in advance; anticipating needs and requirements and planning accordingly.
  • Arrange all domestic and international travel, including hotel and transportation accommodations, meeting logistics, and preparing detailed daily itineraries. Reconcile travel expenses and prepare reimbursement requests.
  • Screen all incoming calls, read and route incoming mail; compose correspondence; and prepare outgoing mail.
  • Greet visitors and important guests and escort them to their destination.
  • Provide support as needed (transportation, meals, photocopying, etc).
  • Plan and manage logistics for executive-level and organizational-wide meetings and events.
  • Create various documents, reports, templates, and presentations using MS Word, Excel and PowerPoint.
  • Perform routine clerical functions such as maintaining office supplies, photocopying, faxing and filing.
  • Advancing the Delivery of Healthcare.

Qualifications:
  • A minimum of 5-6 years' experience as an Executive Assistant supporting very senior level executives.
  • College degree preferred, but not required.
  • Requires superior communication and interpersonal skills to effectively communicate with all levels of individuals within and outside the company.
  • Advanced computer skills in MS Outlook, Word, Excel and PowerPoint.
  • Ability to communicate with diverse and sometimes irate individuals and to handle calmly and efficiently situations ranging from routine to emergency.
  • Ability to maintain strict confidentiality, exercising discretion and independent judgment on matters of significance.
  • Ability to handle multiple interruptions and adjustments to schedules/priorities throughout the day.
  • Demonstrated ability to organize and administer office procedures and special projects without supervision, at times under pressured circumstances.
  • Possess superior secretarial skills along with superior interpersonal relations skills with all levels of staff including sound judgment and professional discretion.
Job ID: 18-00168
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