Sr. Associate, Administrative Assistant

Job Description

The greatest inventions would not be brought to market without the right project management and administrative support. Woven into every part of the organization, our Administrative Teams makes sure our concepts become reality.

Summary, Focus and Purpose
The Senior Associate, Administrative Assistant directly supports the Associate Vice President, Enterprise Planning & Risk Management, the Executive Director, Risk Management and the Executive Director, Strategy Development. The Senior Associate will conduct and manage administrative tasks to support the overall team through collaboration, and will also be an effective team member by efficiently prioritizing assignments and applying independent follow-through to help the team achieve goals. The position will be based in Rahway, NJ.

The primary activities of the Senior Associate position include and are not limited to the following:

Key Functions

• Coordinate team meeting schedules, travel documents, schedule conference rooms as needed, and support virtual meetings using the latest technologies for MS TEAMS, Teleconferences and Webcasts, ensuring seamless execution of logistics

• Manage travel itineraries for company visits and external engagements, and process expense reports

• Support department procurement needs including purchase orders, invoice payment and expense tracking; Create excel financial budget tracking spreadsheets for managers department for T&E and purchase orders

• Provide confidential executive administrative support in handling a variety of requests, including business and HR related correspondence

• Manage electronic storage, access and routine updates to Corporate Crisis Management Program reference documents 

• Coordinate special projects within the division/department

• Provide coverage for other leadership team administrative assistants as needed

• Prepare, process and reconcile expense reports, purchase orders and payment requests as needed within ATLAS and COMET.

• Support the use of Team/SharePoint Sites

• Create and distribute correspondence communications

• Respond effectively and in a timely manner to numerous external stakeholders

• Create, maintain, and work with distribution lists

Education

• High School Diploma

Preferred:

• Advanced education or certifications such as (e.g., Certified Administrative Professional, Project Management Professional Certification, Professional in Human Resources Certification).

Required experience & skills:

• Minimum of (10) years Administrative Assistant experience and five (5) years administrative experience supporting Sr. Directors / Executives

• Advanced computer skills using (MS Outlook, Word, Excel, Power Point) and operation of other related programs

• Demonstrated experience scheduling and coordinating complex, multi-leg domestic and international travel

• Experience processing Visa/Passport Applications

• SAP experience processing Expense Reports, Purchase Orders, Payment Requests. Vendor Add Forms, as well as run reports within SAP

• Ability to handle and prioritize many simultaneous assignments

• Strong Event Planning/Coordination experience

• …