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Administration Assistant

4 months ago

Phillipsburg, United States Pharm Ops Inc. Full time
Job DescriptionJob Description

PRINCIPAL DUTIES AND RESPONSIBILITIES

·       Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, ordering supplies, sorting and distributing correspondence and maintaining database records.

·       Answer and direct phone calls

·       Develop and maintain a filing system

·       Update and maintain office policies and procedures

·       Maintain contact lists

·       Book travel arrangements

·       Submit and reconcile expense reports

·       Provide general support to visitors

·       Act as the point of contact for internal and external clients

·       Liaise with executive and senior administrative assistants to handle requests and queries from senior managers

·       Read and analyze incoming memos, letters, invoices and reports to determine their significance and distribute or file appropriately

·       Coordinate invoice routing and monitor payments to subcontractors and vendors

·       Enter and maintain client and prospect data/information in automated system

TECHNICAL KNOWLEDGE

  • Proven experience as an Administrative Assistant, Senior Executive Assistant or in other secretarial position

·       Knowledge of office management systems and procedures

·       Working knowledge of office equipment, like printers and fax machines

·       Excellent time management skills and the ability to prioritize work

·       Attention to detail and problem-solving skills

·       Excellent written and verbal communication skills

·       Strong organizational skills with the ability to multi-task

·       1-2 years of administration assistance or office experience preferred

  • Discretion and confidentiality is must

QUALIFICATIONS:

A.             Education: •   High School degree; additional qualification as personal assistant would be considered an advantage

B.              Knowledge/Skills:

·       Full comprehension of office management systems and procedures

·       Excellent knowledge of MS Office

·       Proficiency in English