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Administrative Assistant job in Newark at Terracom USA Inc.

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Administrative Assistant at Terracom USA Inc.

Administrative Assistant

Terracom USA Inc. Newark, NJ Full-Time/Part-Time
$25.00 - $50.00/Hour
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Responsibilities include:
  • Reporting directly to the assigned Executive, the Executive Assistant provides multi-faceted executive and administrative support services to ensure effective use of the Executive's time and productive interactions with staff and the public
  • The Executive Administrative Assistant serves as the primary point of contact for the assigned Executive and also serves as a liaison to internal and external departments
  • The Executive Assistant is able to work independently, under pressure, perform a wide variety of administrative tasks, and independently initiates and implements processes to manage projects, information, and people
  • The position will work from home and will perform administrative duties as needed
  • Conserves executive’s time by reading, researching, and routing correspondence; drafting emails and documents; collecting and analyzing information; and initiating telecommunications
  • Drafts correspondence on behalf of the executive as requested
  • Assists in the prioritization of internal and external tasking.
  • Collaborates with other departments and administrative staff to maintain continuity of business operations through clear, professional lines of communication
  • Prepares reports by collecting and analyzing information
  • Reviews and proofreads documents, contracts, and correspondence on behalf of the executive
  • Proactively and confidentially scans executive’s inbox, as requested, and responds to non-priority emails or forwards/delegates emails to departments
  • Represents the executive by attending meetings in the executive’s absence and provides information and takes notes on their behalf, as requested
  • Maintains executive’s confidence and protects company interests by keeping information confidential at all times
  • Responsible for directing and deploying support staff and other resources as requested by executive
  • Completes projects as assigned and follows up on results
  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies
  • Sets up for meetings and events, providing refreshments and materials as required; provide light organization and cleaning as needed
  • Run errands for materials, mailing, and other needs as requested
  • All other duties as assigned
Benefits available
  • Comprehensive health insurance options
  • Paid Time Off for both sick and vacation time
  • 401(k) plan with employee and employer contributions
  • Employee Assistance Program (EAP)

Qualifications and Requirements
  • Previous executive assistant experience preference given but all applications are welcomed.
  • Managing multiple calendars, including making appointments and prioritizing the most sensitive matters
  • Trusted agent, able to maintain strict confidentiality at all times
  • Experience booking travel and expense reporting
  • Strong written and verbal communication skills
  • Reporting skills
  • Supply management experience
  • Experience utilizing scheduling, organization, time management, and presentation skills, all at the preference of the Executive
  • Strong computer software skills; including Microsoft Office
  • Ability to manage and coordinate office equipment maintenance
  • Ability to establish and maintain effective working relationships with associates, supervisors, partners, and the public in the performance of duties
  • Ability to provide confidential support at all times
  • Strong interpersonal and team-building abilities
  • Ability to work in a self-directed fashion with minimal direction
  • The incumbent must be able to effectively operate the current computer system, telephone system, and other office machines such as copier and fax machines
  • The incumbent must be able to finger, grasp, feel, see, sit, hear, and speak
  • This position is sedentary in nature with minimal lifting requirements

Recommended Skills

  • Administration
  • Audio Equipments
  • Communication
  • Confidentiality
  • Fax
  • Maintenance
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