Administrative Assistant, IT

The Administrative Assistant will support the operational and administrative needs of a department with primary support to the Vice President and team. Major responsibilities include: calendar and travel management, invoice and expense coordination, office management and meeting coordination.

Location: This role is in-person at our office in Parsippany, NJ with a hybrid schedule.

Executive support/calendar management:

• The Administrative Assistant will be proactively manage daily calendars and resolve scheduling conflict. They will book and prepare comprehensive travel arrangements as needed (flights, hotels, car rentals, reservations).
• They will manage expense reports, coordinate departmental invoices, reconcile capital expenditure requests and expense accounts. They will also be responsible for meeting deadlines and policies.

Office Management/Team Support:

• The Administrative Assistant will track departmental vacation schedules, time off and coordinate all time-sheets.
• Create/update PowerPoint presentations, assist in the logistical preparation for meetings and interviews including reserving conference rooms for VPs, ordering meals, liaising with IT, etc.
• General office management including management of office supplies, coordination of accepting and signing for deliveries and packages, distribution of trade magazines and coordination of shared materials across departments.

Other Responsibilities:

• Planning and supporting events, team-building activities and celebrations.
• Collecting information from department partners with an attention to detail in creating PowerPoint presentations.
• Taking meeting minutes.

Required Qualifications:

• At least 2+ years of administrative experience supporting a team of senior level executives in a fast paced environment
• Flexible working hours, avaialbe outside of core business hours
• Exceptional interpersonal skills, business writing & verbal communication
• Proven mastery in Microsoft Office Applications with emphasis on powerpoint and excel
• Deadline driven with flexibility
• Superior organizational skills
• Flexible with changing job requirements as the business needs change
• Ability to resolve problems without close supervision

Preferred Qualificiations:

• Fluent in French