Administrative Assistant (USA)

the Client•Branchburg, NJ

2d•Onsite

About The Position

This Administrative Assistant role supports senior managers within an industrial organization, requiring a high degree of professionalism, confidentiality, and independent judgment. The position encompasses a broad range of executive administrative functions — from calendar management and travel coordination to budget tracking and confidential personnel processing — and demands thorough knowledge of purchasing and accounting systems including Oracle and Vista Plus.

Requirements

Good communication and interpersonal skills; ability to interface with customers at the executive level.
Ability to type a minimum of 60 words per minute and take shorthand.
Strong written and oral communication skills.
Strong attention to detail and accuracy.
Demonstrated tact and integrity when interacting with internal and external customers.
Ability to make decisions about work priorities to manage workload effectively and efficiently.
Ability to handle multiple tasks at once.
Theoretical and practical business knowledge.
Ability to function in a team environment.
Proficiency with office automation tools; Microsoft Office required, including Word, Excel, PowerPoint, and Outlook.
Thorough knowledge of Oracle (Purchasing and Vista Plus).
High school diploma or equivalent required.
10 years of experience in executive administrative positions supporting senior managers.

Nice To Haves

Bachelor's degree (preferred).

Responsibilities

Work safely and promote safety within the organization.
Schedule and attend monthly sequential safety meetings.
Assist in establishing safety requirements; promote and enforce good housekeeping.
Manage calendars; schedule appointments; and organize meetings and events for the group.
Manage office supplies, mail, phone coverage, and other general administrative duties.
Arrange travel, including booking international and domestic flights, hotels, rental cars, and other arrangements.
Review expense reports and VISA purchasing card transactions for accuracy and adherence to policy.
Process purchase orders, requisitions, and ACEs online; set up vendors in Oracle.
Arrange passports and international visas for the group.
Coordinate office space, moves, and relocations.
Maintain a professional appearance and attitude.
Maintain office files and records; maintain personnel files.
Prepare agendas and coordinate travel arrangements for visitors.
Maintain strict confidentiality at all times.
Review email and proactively handle routine correspondence.
Interact professionally with business contacts inside and outside the company.
Process confidential personnel paperwork (prepare employee requisitions, pay increase forms, relocation and termination paperwork, etc.) with a very high degree of professionalism and confidentiality.
Prepare monthly expense reports.
Assist with the budget process; review and analyze monthly expenses.
Track monthly expenses in Vista Plus and the Oracle GL database.
Maintain knowledge of the company's purchasing and accounting systems.
Drive projects through to completion.
Maintain knowledge of the organization, policies, procedures, and personnel to operate with a great deal of latitude and independent judgment on routine issues.