Administrative Assistant

Hours Per Week: 35 hours/week
Contract Length: 3 months
Location: Jersey City, NJ

Manager Notes:

• Receptionist / greet office visitors including senior leaders
• Support on-site meetings and events (eg. coordinating meeting rooms, light catering, etc.)
• Misc. - Familiarity with Windows & MS Office tools

QUALIFICATIONS: Education:

• Minimum high school diploma or certification required. Associate or Bachelor s degree a plus.

Professional Experience:

• Minimum of 5 years administrative experience, including experience in a healthcare company/environment.

Knowledge and Skills:

• Knowledge of principles and practices of organization, planning, records management, and general administration.
• Ability to prioritize work assignments.
• Competency in Windows, MS Office (Word, Excel, PowerPoint) and other relevant computer software.
• Strong communication skills, verbal and written.
• Excellent organizational and time management skills.
• Exceptional attention to detail.
• Ability to work independently with limited guidance and direction.
• Good analytical and problem-solving skills.
• Ability to operate standard office equipment, including but not limited to, computers, telephone systems, copiers, and fax machines.

KEY RESPONSIBILITIES:

• Stationed at the reception desk, registers, greets, and assists employees, guests, and vendors.
• Answers telephones and provides information to callers, takes messages and/or transfers to appropriate staff members.
• Maintains high level of confidentiality when handling sensitive information during the execution of departmental objectives.
• Maintains the quality of the common area such as kitchen, mailroom, and meeting rooms.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt for supplies.
• Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
• Communicates with the building management office to receive adequate services.
• Prepares and processes invoices, ensures timely payments, and tracks expenses.
• Creates, maintains, and enters information into databases such as PureSafety, SAI360, locker assignment list, private office assignment list, and departed expats list.
• Monitors the general affairs section of the company intranet as requested.
• Assists in the preparation of reports, presentations, and other documents.
• Manage multiple Outlook calendars with expertise (staff and departments).
• Assists other administrative staff in scheduling and holding meetings, events, and projects by booking arrangements, purchasing of food, supplies and handout material.
• Performs other general clerical duties to include, but not limited to, copying, faxing, mailing, filing, making travel arrangements, and processing expense reports.
• Supports the office manager with projects and miscellaneous duties.
• Performs other departmental duties as assigned.