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Senior Administrative Coordinator

2 months ago

Princeton, New Jersey, United States Blue Star Partners LLC Full time
Job Overview

Position Title: Administrative Assistant III
Company: Blue Star Partners LLC
Employment Type: Contract (W-2)


Role Summary:

The Administrative Assistant III plays a pivotal role in supporting the DVP of US Commercial Operations, along with the General Manager and the Director of Business Excellence. This position is essential for maintaining smooth administrative processes, allowing the leadership team to concentrate on strategic goals and enhancing overall business performance.


Key Responsibilities:

  • Deliver comprehensive administrative assistance to senior executives, including organizing meetings, preparing documents, and managing travel arrangements.
  • Compile and distribute communications for leadership teams and external partners, ensuring clarity and professionalism.
  • Support compliance administration and maintain oversight of related documentation.
  • Manage the review and processing of invoices, ensuring timely approvals and addressing any discrepancies.
  • Maintain organizational charts and manage reporting for the US commercial fleet.
  • Create executive-level presentations by integrating content from various software applications such as Excel, Word, PowerPoint, and Visio.
  • Oversee calendar management, coordinating with both internal and external stakeholders.
  • Facilitate a range of meetings and conference calls across different time zones.
  • Coordinate complex travel logistics, including expense reporting and reimbursements.
  • Perform general administrative duties, including filing, scanning, and data entry.
  • Organize and maintain digital files within collaboration platforms.
  • Assist with additional projects as required.


Qualifications:

  • A minimum of 5 years of experience in providing executive administrative support to senior leadership.
  • An Associate's degree is required; a Bachelor's degree is preferred or equivalent experience.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential.
  • Demonstrated ability to handle confidential information with professionalism.
  • Strong interpersonal, written, and verbal communication skills.
  • Exceptional organizational skills with meticulous attention to detail.
  • Proactive project management capabilities and a collaborative spirit.
  • Ability to work independently while aligning with company objectives.
  • Advanced skills in document formatting, proofreading, and editing.
  • Adaptability to learn new software applications swiftly.
  • Creative problem-solving abilities and flexibility in a dynamic environment.
  • Capacity to prioritize tasks effectively and meet deadlines in a fast-paced setting.