Are you a polished Administrative Assistant who possesses exceptional attention to detail, integrity and a positive attitude?
We are seeking an Administrative Assistant to support our office in Jersey City
If you are an experienced administrative professional who thrives in an exciting, dynamic IT environment, this is the perfect opportunity for you.
You will play an integral role as you leverage your high degree of confidence, integrity, and professionalism.
We look for you to bring initiative and resourcefulness while you balance vital responsibilities. In this role, your primary mission will be to provide best-in-class executive support which involves a wide variety of duties that are critical to ensuring smooth and seamless business processes.
General responsibilities include:
- Heavy calendar management - owns and coordinates a heavy, complex meeting schedule which often includes international participants. Includes the management of calendars, related correspondence, meeting details, logistics coordination.
- Events - Coordinates events and executive meetings, from recurring staff meetings to Town Hall meetings. Provides project management, budget management, space requirements, IT coordination, and all other support required for these various events and meetings.
- Board Preparation - Prepares and manages communication, materials, and meeting preparation for the Board of Directors with perfect execution.
- Powerpoint and Word Documents - Prepares electronic files with validated ability to proofread for spelling and grammar.
- Office support -
- Travel coordination- Leads and coordinates travel itineraries and related meetings, which are sometimes international. Includes the coordination of calendars, travel plans, expense reimbursements, filing, etc.
- Other administrative and support tasks as assigned.
Competencies Needed:
- Ability to handle highly sensitive business and human resources communications, data and other information with confidentiality and discretion.
- Ability to establish relationships of strong communication and network within the administrative team. We will need to work cross-functionally regarding issues of travel, meeting schedules, and material completion.
- Utilize knowledge of company operations, policies, and department functions to proactively perform assigned duties and with minimal direct supervision.
- Resiliency; able to diplomatically and constructively, but firmly, ensure objectives are met.
- Appropriate professional presentation. You should be able to communicate effectively with C-level executives, Board members, and other high-level clients and candidates, and line-level employees, with equal dexterity, respect, and composure. Also, be able to present oneself as a representative of the Manager's office, and, to a very large and diverse internal and external audience.
- Ability to speak clearly and succinctly relative to needs, questions, goals, etc. Must be direct in asking for clarification, guidance, opinions, etc. of the executive to ensure accurate delivery on commitments, scheduling needs, meeting set-up, etc.
- Able to act independently, operating on accurate details and excellent judgment.
- Able to identify and leverage other resources within the business to clarify needs, delegate tasks, etc. in order to keep a very busy desk operating smoothly and efficiently.
- A 'can-do' perspective is imperative, and the ability to simply 'get-things-done' under ambiguous, time-constrained, high-pressure circumstances routinely.
- Able to quickly gain an understanding of the executive's style and adapt own style and presentation to that of the executives. Effective interpersonal skills to be capable of working with all levels of office personnel.
- Advanced proficiency in MS Office