Administrative Assistant

Job Title: Administrative Assistant

Location: Summit, NJ- 07901

Duration: 6 Months

Work Schedule: Monday - Friday, Business hours

Led by Business Lead; support organization lead and provide administrative support for the Vector & External Manufacturing Operations team. Will perform highly diverse administrative and project focused duties, which by nature of the position may involve high level contacts and exposure to confidential material necessitating the use of tact, diplomacy, discretion, and judgment. The candidate must have proven skills in prioritizing and multi-tasking, as well as the ability to remain poised and focused in a fast-paced working environment.

Responsibilities include, but are not limited to:

• Coordinate logistics for monthly, quarterly Workshops/Meetings
• Manages catering requests, reserve conference rooms via Outlook, enter visitor registrations, check
• internal/external availability for meetings when needed.
• Adhere to T&E policies, including booking travel (domestic & international) and reconciliation of business expenses, submit Expense Report via Concur
• Work closely with the EHS Conference teams, IT, Sodexo Catering, and External Event Coordinators
• As needed, creates Contract/PO requisitions and manages the lifecycle of the Contract & purchase/service orders leveraging the ERP Systems (Icertis, Ariba, & SAP)
• Oversee and manage Dept's multiple Mailgroups and communicate changes accordingly
• Assist with ordering office supplies, ensure office supply drawer is organized and stocked
• Calendar management, ensuring timely scheduling of meetings, prioritizing them effectively, and making sure they occur within appropriate timelines.
• Provide back up support to Exec Admin as needed to support VP during planned, as well as unplanned (e.g. emergencies, etc.) absences
• Advanced experience with MS Teams, SharePoint, and other client systems (Concur, Workday, Ariba, SAP) including MS Office.
• Performs additional general office duties as assigned.
• Work with minimal supervision, have strong initiative and follow up with focus on details
• Prioritize activities and takes prompt action based on an understanding of departmental objectives and business needs
• Demonstrate strong interpersonal skills and diplomacy in all levels of management

Key Competencies:

• High School degree required, some college preferred or equivalent experience
• 8 years administrative or comparable experience; prior Project Coordinator experience preferred
• Must have excellent organizational skills, thorough knowledge of computer programs (MS Office Word, PowerPoint, Excel and client's standard applications)
• SharePoint experience and knowledge
• Knowledge of client Systems and Processes, including Concur, Icertis, SAP, Ariba.
• Successful candidate must be able to learn new tools and systems in an ever-evolving environment.