Administrative Assistant - Operations

Consarc Corp. • Westampton Township, NJ

70d

About The Position

The Administrative Assistant provides high level executive/administrative support to the Vice President of Operations. Duties include high-level clerical and project-based work. Candidate must have a degree from a four-year college/university or five (5) years of equivalent work experience with two (2) of those years as a Secretary/Administrative Assistant. Previous executive level support experience, preferred.

Requirements

• Degree from a four-year college/university or five (5) years of equivalent work experience with two (2) of those years as a Secretary/Administrative Assistant.
• Previous executive level support experience.
• Superior planning and organizational skills.
• Ability to manage logistics and communications in a multi-task, fast-paced environment.
• Ability to work independently with minimal supervision.
• Excellent oral, written, and interpersonal skills.
• Good skills with Microsoft Office and advanced skills in the use of Excel, Access and PowerPoint.
• Ability to type 60 wpm.

Nice To Haves

• Familiar with foreign languages.

Responsibilities

• Manage and maintain the executive’s calendar by scheduling all internal and external appointments.
• Actively engage with constituents on executive’s behalf to secure appointments.
• Assure that the executive has comprehensive and pertinent briefing materials for all meetings.
• Arrange and coordinate all international and domestic travel for executive, including acquiring travel visas and other requirements as needed.
• Assist in travel arrangements for various constituents as needed.
• Obtain and coordinate comprehensive and pertinent briefing materials for all trips.
• In conjunction with executive, coordinate, distribute, maintain, and create materials/reports and presentations for weekly/monthly management meetings.
• Assist executive in creating PowerPoint presentations for a variety of purposes.
• Prepare reports and graphs per instructions provided by Buyer in Purchasing Department.
• Manage the logistics of meetings, including scheduling and ordering refreshments; collecting and communication agenda items, preparing and distributing necessary pre-meetings documentation; attend meetings; documenting and distributing notes of discussions, agreements, and action needs, and monitoring status of action items.
• Process expense reports and payment requests.
• Handle/screen telephone calls and take messages.
• Maintain all databases and filing systems (both paper and electronically) in an organized, retrievable and highly confidential manner, using Microsoft Suite.
• Prepare/maintain operations matrix, appraisals and contracts, contractor’s agreements and insurance certificates, vendor quotes/agreements, department forms/procedures, and Jobscope entries.
• Purchase and maintain office supplies used by employees.
• Handle miscellaneous duties as assigned.

Benefits

• Monthly Incentive Bonus
• Profit Sharing Plan
• Health/Dental/Vision within 30 days
• Tuition Assistance
• And Many More!

What This Job Offers

• Education Level: Bachelor's degree