Executive Assistant at SPECTRAFORCE in Bridgewater, New Jersey

Posted in Other about 17 hours ago.

Type: full-time





Job Description:

Job title: Administrative Assistant III

Location: Cambridge, MA (Hybrid Role, 3 days onsite Initial 3 months)

Duration: 03 Months, possibility of extension

This position's starting pay is: $37.00/hr.

Notes:
  • This position can be based in Bridgewater/Morristown (after move) & or Cambridge, MA
  • Paid parking required onsite at Cambridge
  • Free Parking at Bridgewater
  • Open to candidates willing to relocate at their own expense.

Must Have Skills: - Minimum of 5 years of experience required - Experience with similar functions at client previously and who would know the systems (e.g. Concur, Travel booking BCD, ...)Preferred Skills: - Manager prefers someone previously at Client

Requirements:

Required heavy experience in corporate executive support, office, concur, booking travel, expense reporting, meeting scheduling / calendar management - Has worked as an executive assistant for senior executives previously- 5-year experience minimum, more senior preferred. This position can be based in Bridgewater/Morristown NJ (after move) & or Cambridge, MAPaid parking required onsite at Cambridge. Open to candidates willing to relocate at their own expense. Minimum of 5 years of experience required Must have Experience: Key preference is for someone who would have worked in a similar function at client previously and who would know the systems (e.g. Concur, Travel booking BCD, ...)Preferred Skills: Knowledge of client systems. Has worked as an executive assistant for senior executives previously 5 year experience minimum, more senior preferred. This position can be based in Bridgewater/Morristown NJ (after move) & or Cambridge, MA

Summary

The position serves as an important member of the Digital GBU NA leadership team in maintaining operational excellence and is a key interface to team members, and internal and external contacts and stakeholders, establishing and maintaining the professional interface/impression of the function. The Administrative Assistant is responsible to perform a variety of administrative, business supportive,

technical and clerical tasks and activities in an international environment between different sites location around the world. The administrative assistant for Digital GBU NA will be supporting the head of Digital GBU NA and a few other leaders with administrative duties including but not limited to meeting and calendar management, travel arrangements, expense reporting, communications, ad hoc support as needed.

Responsibilities

? Partner to Head of Digital GBU NA in business operations

? Capture and prioritize non-routine needs on a real-time basis, as well as keeping track of manager's due dates for tasks and action items for on time completion

? Serves as confidential liaison on highly sensitive issues to other senior executives and members of the Digital team

? Proactively anticipates manager's needs and prepares accordingly

? Provides routine administrative support and maintains files according to business standards.

? Interface regularly with Tech team to complete tasks

? Meeting Planning, Scheduling and Travel

? Meeting planning, including coordinating on-site and off-site meetings with internal and external stakeholders/customers. Arrange and provide support for meetings

? Maintains calendars, constantly monitors electronic and telephonic communications, handling and responding to correspondence on behalf of manager with internal and external customers

? Manages the agenda preparation and minutes for assigned meetings

? Coordinates travel arrangements including registrations and liaison with the travel department for team members and international visitors

? Prepares expense reports, as well as reviewing staff expense reports for compliance and proper submission of documentation prior to manager approval

? Communication & Documentation

? Support the consolidation, preparation and/or design of documents, spreadsheets, and presentations

? Oversee organization and maintenance of files including confidential data

? Track actions, decisions, and key discussion points in team meetings

? Assist other admins as necessary, work together collaboratively and share best practices

? Purchasing and other varying responsibilities

? Create requisitions, for example ordering supplies and other administrative and systems support

? Manages the ITS space allocation including departmental moves

Knowledge, Skills & Abilities
• Present and positive, professional and solution focused
• Ability to interact with all levels of the organization including senior management
• Strong organizational and communication skills
• Detail oriented with excellent follow up skills
• Ability to work independently and as part of a team
• Ability to manage multiple, sometimes conflicting priorities in a fast-paced and demanding environment and ensure smooth and efficient flow of day-to-day operations
• Comfortable learning new laptop and web based technologies
• Ability to work with multiple time zones and used to working in an international environment
• Empathy, sensitivity and discretion handling sensitive and extremely confidential matters

Key Qualifications
• College degree (preferred) in business, communication, or related discipline
• 5 years' relevant employment experience as Assistant, Executive Assistant, Project Manager, or related role
• Highly proficient with Microsoft Office (Outlook, Excel, Word, PowerPoint)

Additional Desirable Qualifications:
• International work experience
• Proficiency in MS Office
• Knowledge of office management systems and procedures
• Working knowledge of common office intranet tools Concur, Ebuy, Catalyst, MyAwards, Workday, Sharepoint a plus
• Experience working in a technology or pharmaceutical company and familiarity with high tech and biotech business concepts
• Flexible
• Computer literate in the use of non-generic software
• Technical solving mindset

About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of "human connection," defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com

Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.

Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation.

California Applicant Notice: SPECTRAFORCE is committed to complying with the California Privacy Rights Act ("CPRA") effective January 1, 2023; and all data privacy laws in the jurisdictions in which it recruits and hires employees. A Notice to California Job Applicants Regarding the Collection of Personal Information can be located on our website. Applicants with disabilities may access this notice in an alternative format by contacting NAHR@spectraforce.com.

LA County, CA Applicant Notice: If you are selected for this position with SPECTRAFORCE, your offer is contingent upon the satisfactory completion of several requirements, including but not limited to, a criminal background check. We consider qualified applicants with arrest or conviction records for employment in accordance with all local ordinances and state laws, including the Los Angeles County Fair Chance Ordinance for Employers (FCO) and the California Fair Chance Act (FCA). The background check assessment will consider whether a criminal history could reasonably have a direct, adverse impact on the job-related safety, security, trust, regulatory compliance, or suitability for this role. Such findings may result in withdrawal of a conditional job offer.

At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws.
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