Excellent Position for Executive Assistant in Franklin Lakes
Title: Executive Assistant (9864)
Location: Franklin Lakes, NJ 07417
Duration: 6 months
Time:-
Start Time:
08:00 AM
End Time:
05:00 PM
Qualifications:
Screen incoming calls and create a running call sheet. Schedule meetings and maintain meeting schedules. Complete expense reports. Make travel arrangements. Maintain weekly retail circulars. Organize, maintain and update files. Distribute mail and faxes in a timely manner. Facilitate order and delivery of product requests. Participate in team and department special projects. Maintain and distribute department documents. Keep the office organized by creating binders, folders, files, etc.JOB DESCRIPTION Reporting to the VP, Corporate Finance & Treasurer provides organizational and administrative support to Senior Executive(s). This is a participative, hands-on role that also includes complex administrative responsibilities. This highly-visible position serves as the primary administrative liaison with members of senior management and their assistants. The Executive Assistant will work independently under strict deadlines, will manage competing priorities, and must handle multiple tasks efficiently.
Responsibilities:
o Proactively manages complex calendars with competing priorities to keep Sr. Executive abreast of meetings and tasks and to ensure s/he has the information necessary to effectively navigate through their day. o Schedules business travel and accommodations, and reconciles and maintains expense reports. o Processes incoming and outgoing mail; Monitors email communication for appointments and commitments. o Processes incoming calls and determines level of importance and urgency and elevates appropriately. o Creates high quality PowerPoint presentations and Excel spreadsheets and maintains org charts. o Has significant personal interaction with Sr. Leadership and all levels of the organization; must be able to effectively communicate and appropriately represent the organization and this executive. o Handles all administrative matters related to meetings, including booking meeting rooms, arranging catering, gathering supplies, ensuring room is equipped appropriately, etc. o Creates/updates departmental files. o Assembles, compiles and maintains data as directed for regularly scheduled reports and presentations and ad hoc projects. o Organizes, coordinates and attends staff meetings, as requested, to document all pertinent information either electronically onto a laptop, on flip charts or other forms of note taking. o Reconciles and submits bills for payment via SAP. o As a member of the Executive Administrative team, will also be called upon to serve as back up for other executives.
Qualifications:
o 5
years of experience as an Administrative Assistant on an Executive Secretarial/ Administrative level o Experience supporting multiple leaders in a multi-functional, fast-paced environment, preferably at a progressively responsible and/or corporate level o Self-starter with the desire and ability to take initiative; ability to learn quickly. o Extreme confidentiality and discretion a must; position handles highly confidential information on a regular basis o Experience working in a Finance function/organization strongly preferred. o Demonstrated ability to work independently under time constraints, manage competing priorities and deadlines, and handle multiple tasks efficiently o Strong communication and interpersonal skills, given the significant contact with senior management and external contacts o Ability to work in a large, fast-paced, matrix organization with speed and accuracy. o Demonstrated ability to use sound, independent judgment in absence of leader. o Event planning skills and experience o Ability to effectively prioritize, complete multiple tasks and change work priorities to meet unexpected deadlines, including working additional hours when necessary o Excel spread sheeting capability with knowledge of formulas o Advanced PowerPoint skills for creation/maintenance of org. charts and presentations o Proficiency in Lotus Notes, Outlook or similar email/calendaring tool o Strong customer service focus, highly organized, responsible, and detail oriented o Ability to prioritize and process high volume of work while maintaining the highest quality o Must be able to identify and resolve problems and requests in a proactive and timely manner o Must be able to gather and analyze information skillfully o Ability to work well in a team-oriented environment o Ability to exchange information clearly and concisely o High level of professionalism. EDUCATION: o Minimum of a High School Diploma with formal training or equivalent work experience required o College degree a plus but not a requirement
Responsibilities:
Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.
Comments/Special Instructions
Careful screen candidates before submittalEstimated Salary: $20 to $28 per hour based on qualifications.
Location: Franklin Lakes, NJ 07417
Duration: 6 months
Time:-
Start Time:
08:00 AM
End Time:
05:00 PM
Qualifications:
Screen incoming calls and create a running call sheet. Schedule meetings and maintain meeting schedules. Complete expense reports. Make travel arrangements. Maintain weekly retail circulars. Organize, maintain and update files. Distribute mail and faxes in a timely manner. Facilitate order and delivery of product requests. Participate in team and department special projects. Maintain and distribute department documents. Keep the office organized by creating binders, folders, files, etc.JOB DESCRIPTION Reporting to the VP, Corporate Finance & Treasurer provides organizational and administrative support to Senior Executive(s). This is a participative, hands-on role that also includes complex administrative responsibilities. This highly-visible position serves as the primary administrative liaison with members of senior management and their assistants. The Executive Assistant will work independently under strict deadlines, will manage competing priorities, and must handle multiple tasks efficiently.
Responsibilities:
o Proactively manages complex calendars with competing priorities to keep Sr. Executive abreast of meetings and tasks and to ensure s/he has the information necessary to effectively navigate through their day. o Schedules business travel and accommodations, and reconciles and maintains expense reports. o Processes incoming and outgoing mail; Monitors email communication for appointments and commitments. o Processes incoming calls and determines level of importance and urgency and elevates appropriately. o Creates high quality PowerPoint presentations and Excel spreadsheets and maintains org charts. o Has significant personal interaction with Sr. Leadership and all levels of the organization; must be able to effectively communicate and appropriately represent the organization and this executive. o Handles all administrative matters related to meetings, including booking meeting rooms, arranging catering, gathering supplies, ensuring room is equipped appropriately, etc. o Creates/updates departmental files. o Assembles, compiles and maintains data as directed for regularly scheduled reports and presentations and ad hoc projects. o Organizes, coordinates and attends staff meetings, as requested, to document all pertinent information either electronically onto a laptop, on flip charts or other forms of note taking. o Reconciles and submits bills for payment via SAP. o As a member of the Executive Administrative team, will also be called upon to serve as back up for other executives.
Qualifications:
o 5
years of experience as an Administrative Assistant on an Executive Secretarial/ Administrative level o Experience supporting multiple leaders in a multi-functional, fast-paced environment, preferably at a progressively responsible and/or corporate level o Self-starter with the desire and ability to take initiative; ability to learn quickly. o Extreme confidentiality and discretion a must; position handles highly confidential information on a regular basis o Experience working in a Finance function/organization strongly preferred. o Demonstrated ability to work independently under time constraints, manage competing priorities and deadlines, and handle multiple tasks efficiently o Strong communication and interpersonal skills, given the significant contact with senior management and external contacts o Ability to work in a large, fast-paced, matrix organization with speed and accuracy. o Demonstrated ability to use sound, independent judgment in absence of leader. o Event planning skills and experience o Ability to effectively prioritize, complete multiple tasks and change work priorities to meet unexpected deadlines, including working additional hours when necessary o Excel spread sheeting capability with knowledge of formulas o Advanced PowerPoint skills for creation/maintenance of org. charts and presentations o Proficiency in Lotus Notes, Outlook or similar email/calendaring tool o Strong customer service focus, highly organized, responsible, and detail oriented o Ability to prioritize and process high volume of work while maintaining the highest quality o Must be able to identify and resolve problems and requests in a proactive and timely manner o Must be able to gather and analyze information skillfully o Ability to work well in a team-oriented environment o Ability to exchange information clearly and concisely o High level of professionalism. EDUCATION: o Minimum of a High School Diploma with formal training or equivalent work experience required o College degree a plus but not a requirement
Responsibilities:
Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.
Comments/Special Instructions
Careful screen candidates before submittalEstimated Salary: $20 to $28 per hour based on qualifications.
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