Administrative Assistant Coordinator

4 weeks ago

Parsippany, United States Manpower Staffing Full time
Job DescriptionJob Description

What You'll Do:
• Assist with financial processes, including but not limited to, routing and securing necessary approvals of invoices, purchase orders, and agreements, specifically for the marketing, media, loyalty & strategic partnership team. Support additional teams as requested.
• Manage and reconcile team P-card expenses.
• Work closely with the department's Executive Assistant to provide support and assistance to the overall Commercial Operations team.
• Provide support for internal events team as needed, such as Kid's Day, Townhalls, etc.
• Manage internal and external visitor registration and day-off logistics inclusive of meet room booking, F&B delivery, and meeting materials.


Administrative Support for Commercial Operations Leaders:
• Calendar management and support as needed.
• Schedule and coordinate team meetings and webinars.
• Coordinate travel arrangements within company guidelines and manage itineraries.
• Assist with processing timely and accurate travel & expense reports.
• New hire onboarding support (equipment requests, initial setup requests, onboarding schedules, etc.)
• Maintain confidentiality in all aspects of client, staff, and vendor information.
• Maintain department files, lists, archives, etc.
• Help to ensure timely response to departmental inquiries.
• Perform general administrative functions to include, but not limited to, copying, faxing, mailing and filing.
• Assist with coordination and maintenance of records for staff, office space, telephones, security badge, etc.
• Create and modify documents such as invoices, reports, memos, letters and agendas.

What You Bring:
• College degree preferred or equivalent experience.
• 2+ years of administrative work experience, preferred.
• Experience with a global organization with the ability to work across departments strongly recommended.
• Detail-oriented, organized, and able to multi-task while meeting deadlines.
• Flexible and able to shift gears quickly, thrives on change and a fast-paced, energetic environment.
• Ability to work independently and be self-motivated with a strong work ethic and sense of ownership over goals.
• Ability to work effectively with others to help achieve goals.
• Excellent verbal and written communication skills with the ability to interact effectively and professionally with management, colleagues, consultants, and vendors.
• Strong initiative, organizational abilities, attention to detail and accuracy.
• Excellent problem-solving and follow-through skills to meet deadlines and shifting priorities.
• Must be able to prioritize tasks as to urgency and detail is key for support of Commercial Operations senior leaders.
• Advanced proficiency in Office (Outlook, Word, Excel, and PowerPoint) required.

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