Diverse Lynx is hiring: Administrative Assistant in Parsippany

Role: Administrative Assistant
Type: Contract
Contract Location: Parsippany, NJ (hybrid)
Contract Duration: 5 months possible right to hire

Key Skills:

• Must be very detailed
• Multi tasker
• Able to work in fast paced environment
• Will be supporting 3 people
• Calendar management
• 2+ 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 Leaders
• Calendar management and support
• 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
• 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 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 agendas
• Commercial Operations Team Support
• Assist with Financial processes, including but not limited to, routing and securing necessary approvals of invoices, purchase orders, and agreements
• 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.

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

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.