Administrative Assistant

POSITION OVERVIEWSUMMARY:The Administrative Assistant provides professional administrative support to the office manager andor the General Affairs department. The incumbent also manages the flow of visitors, calls, mail, and deliveries at the New Jersey office, handling all interactions in a manner that upholds and promotes the company's positive professional reputation. This is a temporary 3-month assignment.KEY RESPONSIBILITIES: Stationed at the reception desk, registers, greets, and assists employees, guests, and vendors.Answers telephones and provides information to callers, takes messages andor 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 municates 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. RELATIONSHIPS: Reporting:Reports to Manager, General Affairs Managerial:No supervisory duties.Other:Works closely with other MTPA administrative staff to coordinate functional, cross-functional, and external activities.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 companyenvironment. Knowledge and Skills:Knowledge of principles and practices of organization, planning, records management, and general administration.Ability to prioritize work petency 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.

Created: 2025-02-14