Actual Job Title: Sr Admin Assistant

Work location: Hybrid (3 days/week at 80 Park Plaza Newark, NJ or other locations when needed)

Responsibilities:

The Sr. Administrative Assistant is responsible for performing a wide variety of administrative and secretarial services that are diverse and at times sensitive or confidential in nature. This position reports to and directly supports a Vice President; therefore, duties require a broad knowledge of corporate functions and key personnel/external stakeholders. Incumbent must be able to work independently on assignments using judgment and initiative to research sensitive/confidential issues as they relate to the Vice President and the organization.

Job Responsibilities

• Perform clerical duties that include typing and filing.
• Screen, direct and prioritize incoming correspondence and phone calls to appropriate parties.
• Maintain and coordinate leadership calendars.
• Provides direction and expertise for other team members on departmental and company processes.
• Supports on-boarding and off-boarding employees and contractors, establishing access and accounts, assisting with ordering technology equipment (laptops, monitors, cell phones, etc.).
• Assists with departmental financial processes including purchase requests, travel requests, purchase orders, P-Card payments, invoice processing, POs, work with procurement and general budget management activities.
• Responsible for administrative functions necessary to support the assigned work groups, including maintaining departmental files, updating project and budget information, tracking departmental deadlines, organizing conferences and meetings, processing expense reports, and ensuring timely response and close-outs for information and data requests.
• Assist with vendor establishment and coordination with SAP vendor team.

Job-Specific Degree / Experience or Certification

• High school diploma or G.E.D.
• 5+ years of experience performing office support and administration work within a medium to large-sized organization (500+).
• Advanced capabilities with Microsoft Word, Excel and PowerPoint.
• Willingness to learn new processes, procedures and software applications.
• Superior communication skills and demonstrated ability to work well with individuals at all levels of the organization, as well as with senior-level individuals in federal and state government, and private companies.
• Ability to interact effectively with executive and senior management.
• Excellent organizational skills and ability to work independently using judgment and initiative to effectively handle multiple tasks simultaneously under pressure, with close attention to detail and in a thorough, accurate and timely manner.
• Strong customer/client focus and teamwork skills.

Desired

• Prior demonstrated use of SAP, Concur and other company platforms.

Competencies

• Safety and Security
• Communicates and Influences Effectively
• Customer-Centric Collaboration
• Drives Results and Ensures Accountability
• Values and Leverages Differences