Administrative Assistant

3 weeks ago

Parsippany, United States Geekay Infotech Full time

What you’ll do:

- Commercial Operations Team Support
- 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 o 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 o
- Maintain department files, lists, archives, etc. o 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

You’ll be successful if you have:

- 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, PowerPoint)

**Required Qualifications/Experience**:

- 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

**Requirements**:
Possible Right to Hire

Must be in-person Tuesday, Wednesday, Thursday. Mondays & Fridays are remote

**Job Type**: Contract

Pay: $20.00 per hour

Expected hours: 40 per week

**Benefits**:

- 401(k)
- Paid time off
- Vision insurance

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

**Experience**:

- administrative work: 3 years (preferred)
- Commercial Operations: 2 years (preferred)

Ability to Relocate:

- Parsippany, NJ 07054: Relocate before starting work (required)

Work Location: In person

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