Diverse Lynx
Administrative Assistant
Diverse Lynx, Parsippany, New Jersey, us, 07054
Role: Administrative AssistantType: ContractContract Location: Parsippany, NJ (hybrid)Contract Duration: 5 months possible right to hire
Key Skills:
Must be very detailedMulti taskerAble to work in fast paced environmentWill be supporting 3 peopleCalendar management2+ Administrative experience
Description:
The Administrative Assistant role provides support for senior leaders within the Commercial Operations organization.They'll handle the management of calendars, scheduling meetings, making travel arrangements while also managing financial tasks such as processing invoices, expense reports and Pcard expenses.Confidentiality and organization are key as they'll maintain files, records, and ensure timely responses to inquiries.Expect to handle general administrative tasks, document creation, and some meeting/event planning as well.
What you'll do:
Administrative Support for Commercial Operations Senior LeadersCalendar management and supportSchedule and coordinate team meetings and webinarsCoordinate travel arrangements within company guidelines and manage itinerariesAssist with processing timely and accurate travel & expense reportsNew hire onboarding support (equipment requests, initial setup requests, onboarding schedules, etc.)Maintain confidentiality in all aspects of client, staff, and vendor informationMaintain department files, lists, archives, etc. o Help to ensure timely response to departmental inquiriesPerform general administrative functions to include, but not limited to, copying, faxing, mailing and filing o 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 agendasCommercial Operations Team SupportAssist with Financial processes, including but not limited to, routing and securing necessary approvals of invoices, purchase orders, and agreementsManage and reconcile team P-card expensesWork closely with the department's Executive Assistant to provide support and assistance to the overall Commercial Operations teamProvide support for internal events team as needed, such as Kid's Day, Townhalls, etc.
You'll be successful if you have:
Detail-oriented, organized, and able to multi-task while meeting deadlinesFlexible and able to shift gears quickly, thrives on change and a fast-paced, energetic environmentAbility to work independently and be self-motivated with a strong work ethic and sense of ownership over goalsAbility to work effectively with others to help achieve goalsExcellent verbal and written communication skills with the ability to interact effectively and professionally with management, colleagues, consultants, and vendorsStrong initiative, organizational abilities, attention to detail and accuracyExcellent problem-solving and follow-through skills to meet deadlines and shifting prioritiesMust be able to prioritize tasks as to urgency and detail is key for support of Commercial Operations senior leadersAdvanced proficiency in Office (Outlook, Word, Excel, PowerPoint)
Required Qualifications/Experience:
College degree preferred or equivalent experience2+ years of administrative work experience, preferredExperience with a global organization with the ability to work across departments strongly recommended
Diverse Lynx LLC is an Equal Employment Opportunity employer. All qualified applicants will receive due consideration for employment without any discrimination. All applicants will be evaluated solely on the basis of their ability, competence and their proven capability to perform the functions outlined in the corresponding role. We promote and support a diverse workforce across all levels in the company.
Key Skills:
Must be very detailedMulti taskerAble to work in fast paced environmentWill be supporting 3 peopleCalendar management2+ Administrative experience
Description:
The Administrative Assistant role provides support for senior leaders within the Commercial Operations organization.They'll handle the management of calendars, scheduling meetings, making travel arrangements while also managing financial tasks such as processing invoices, expense reports and Pcard expenses.Confidentiality and organization are key as they'll maintain files, records, and ensure timely responses to inquiries.Expect to handle general administrative tasks, document creation, and some meeting/event planning as well.
What you'll do:
Administrative Support for Commercial Operations Senior LeadersCalendar management and supportSchedule and coordinate team meetings and webinarsCoordinate travel arrangements within company guidelines and manage itinerariesAssist with processing timely and accurate travel & expense reportsNew hire onboarding support (equipment requests, initial setup requests, onboarding schedules, etc.)Maintain confidentiality in all aspects of client, staff, and vendor informationMaintain department files, lists, archives, etc. o Help to ensure timely response to departmental inquiriesPerform general administrative functions to include, but not limited to, copying, faxing, mailing and filing o 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 agendasCommercial Operations Team SupportAssist with Financial processes, including but not limited to, routing and securing necessary approvals of invoices, purchase orders, and agreementsManage and reconcile team P-card expensesWork closely with the department's Executive Assistant to provide support and assistance to the overall Commercial Operations teamProvide support for internal events team as needed, such as Kid's Day, Townhalls, etc.
You'll be successful if you have:
Detail-oriented, organized, and able to multi-task while meeting deadlinesFlexible and able to shift gears quickly, thrives on change and a fast-paced, energetic environmentAbility to work independently and be self-motivated with a strong work ethic and sense of ownership over goalsAbility to work effectively with others to help achieve goalsExcellent verbal and written communication skills with the ability to interact effectively and professionally with management, colleagues, consultants, and vendorsStrong initiative, organizational abilities, attention to detail and accuracyExcellent problem-solving and follow-through skills to meet deadlines and shifting prioritiesMust be able to prioritize tasks as to urgency and detail is key for support of Commercial Operations senior leadersAdvanced proficiency in Office (Outlook, Word, Excel, PowerPoint)
Required Qualifications/Experience:
College degree preferred or equivalent experience2+ years of administrative work experience, preferredExperience with a global organization with the ability to work across departments strongly recommended
Diverse Lynx LLC is an Equal Employment Opportunity employer. All qualified applicants will receive due consideration for employment without any discrimination. All applicants will be evaluated solely on the basis of their ability, competence and their proven capability to perform the functions outlined in the corresponding role. We promote and support a diverse workforce across all levels in the company.