Administrative Assistant

Details: Stefanini Group is hiring! Exciting opportunity awaits, let us help you get started! Click Apply Now or you may call: / email: for faster processing! Stefanini Group is hiring for an Administrative Assistant for a key client of ours in New Jersey. This is a hybrid role and duties may vary based on onsite location or working remotely. This position performs administrative/clerical functions/tasks necessary to support the Department /Group with in the organization that are diverse and may be sensitive or confidential in nature. Providing high quality administrative and clerical support to various levels of management and handling various routine / non-routine assignments, projects or other related administrative type matters. Also provides back up support in the absence of other administrative positions. Responsibilities: Collaboration for meetings, preparing letters, tracking travel expenses, submitting job postings, maintain personal files, ordering supplies and assets Hybrid work schedule: 2 in-person days per week one in Clifton NJ and one in Trenton NJ, then 1 remote day per week Maintaining files, updating departmental lists, tracking deadlines, all aspects of correspondence, organizing and facilitating conferences and meetings, processing expense reports, ensuring timely file close-outs and receives and processes incoming mail Assisting with payroll Maintaining team calendar Works independently and as a member of cross-functional teams on confidential, time sensitive assignments using judgment and initiative. Prepare, proofread and edit documents for accuracy and completeness. Perform clerical duties that include typing and filing. Screen, direct and prioritize incoming correspondence and phone calls to appropriate parties. Maintain and coordinate calendars. Responsible for time administration, management of work orders, invoicing, maintaining schedules and facility compliance commitment tracking, maintaining personnel records, including absenteeism and vacations Research issues and prepare summaries, memos and other necessary documents, as needed Draft, proofread and edit documents as necessary Create or maintain databases Act as a liaison between internal and external stakeholders, as needed Identify needs and gaps within the organization related to administrative activities and partner closely with the team to suggest solutions/project resource and research vendors, programs, etc. Provide assistance to new employees through the onboarding process Maintain and handle confidential information with discretion Provide backup coverage to other administrative support within the Utility or other organizations as needed Perform Cross-departmental support in a matrixed environment (e.g., 50% Gas and 50% Customer Care) Process customer payments (e.g. stage payments for engineered solutions), perform invoice review and verification (e.g. customer calls, detailed invoice line item checks, etc) Work off hours during emergent conditions Perform other work-related duties as assigned Job Requirements Details: 5 + years of experience in a similar Admin/Clerical role Fluent in Microsoft applications Knowledge of SAP is a bonus Basic knowledge of payroll terminology Some basic knowledge of Ariba Strong organizational and time management skills, with strong attention to detail and solid ability to take ownership of multiple projects and requests Excellent oral & written communication and interpersonal skills with demonstrated ability to interact effectively and work well with individuals at all levels of the organization Write clearly and informatively; edits work for spelling and grammar, varies writing style to meet needs, able to read and interpret written information Must have the ability to work well under pressure, meet deadlines and identify and resolve problems in a timely manner Strong overall administrative skills including, time administration, travel, expense reports, copying, scanning and coordination of filing Solid knowledge of Microsoft Office and various software applications, Knowledge of Word, Excel and PowerPoint. Willingness to learn new processes, procedures and software applications The ability to work independently and effectively handle multiple tasks simultaneously under pressure, completing assignments with close attention to detail and in a thorough, accurate and timely manner. Strong customer/client focus and teamwork skills. Must be a self-starter who is detailed-oriented, and has strong organizational skills and the ability to work independently with a high degree of accuracy scheduling in-person meetings, WebEx and skype meetings, conference calls, as necessary and have strong follow-up skills. Must maintain a high degree of confidentiality and be able to effectively communicate Candidate must foster an inclusive work environment and respect all aspects of diversity. Successful candidate must demonstrate and value differences in others' strengths, perspectives, approaches, and personal choices Candidate will be required to work off hours during emergent conditions Listed salary ranges may vary based on experience, qualifications, and local market. Also, some positions may include bonuses or other incentives. Stefanini takes pride in hiring top talent and developing relationships with our future employees. Our talent acquisition teams will never make an offer of employment without having a phone conversation with you. Those face-to-face conversations will involve a description of the job for which you have applied. We also speak with you about the process including interviews and job offers. Who We Are The Stefanini Group is a global provider of offshore, onshore, and nearshore outsourcing, IT digital consulting, systems integration, application, and strategic staffing services to Fortune 1000 enterprises around the world. Our presence is in countries like the Americas, Europe, Africa, and Asia, and more than 400 clients across a broad spectrum of markets, including financial services, manufacturing, telecommunications, chemical services, technology, public sector, and utilities. Stefanini is a CMM level 5, IT consulting, company with a global presence. We are CMM Level 5 Company. Pay Range: $ 30.00 - $ 33.30

Created: 2024-11-11