Senior Administrative Assistant

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Job description

Job Description

Hybrid 3x per week in Florham Park, NJ required.

Role Overview:

The Senior Administrative Assistant plays a pivotal role in supporting executive leadership by managing and optimizing administrative operations. This position focuses on strategic partnerships and innovation, empowering the team with a mindset geared towards service, discretion and integrity, professionalism and composure, continuous learning and improvement. The Admin not only handles day-to-day administrative tasks but also has the opportunity to be a very active player driving the organization's strategic direction.

Job Responsibilities:

• Manage complex executive schedules, ensuring efficient time utilization and coordination of key meetings.

• Oversee travel arrangements, including bookings, itineraries, and visa processing, ensuring seamless travel experiences.

• Maintain and update organizational charts, distribution lists, and internal communication channels.

• Facilitate open and effective communication with executives, team members, and cross-functional partners.

• Serve as a liaison between the leadership team and internal/external stakeholders, ensuring clear and effective communication.

• Serve as a team leader for all admins in VP's organization to and coordinate learning, development and aligning on relevant processes.

• Prepare and edit professional documents, presentations, and reports.

• Coordinate meeting logistics, including agendas, minutes, audiovisual setup, and

• catering for Internal Meetings, Offsite Team events & Congress.

• Assist with special projects and strategic initiatives as directed by the executive team.

• Support onboarding processes by ensuring new employees have the necessary tools,

• access, and resources.

Skills:

Digital Literacy: Proficiency in Microsoft Office Suite, MS Teams, SharePoint, and other relevant tools.

Strategic Planning: Ability to contribute to long-term organizational goals.

Data-Driven Decision-Making: Use data to inform and guide decision-making processes.

Global Perspective: Understand and integrate global considerations into planning and execution.

Leadership and Influence: Demonstrate leadership qualities and the ability to influence others effectively.

Mindset & Behaviors:

Service-oriented: A genuine desire to support others, always thinking, "How can I make their day easier and more efficient". This includes anticipating needs and going the extra mile to assist, even with small tasks like arranging lunch or personal requests.

Trustworthiness: A strong commitment to confidentiality, understanding that trust is the foundation of the relationship with the leadership team. The mindset here is, "What is shared with me stays with me."

Anticipate and Act: A proactive approach to problem-solving, where the person doesn't just wait for instructions but takes the initiative to identify and address potential issues before they become problems.

Innovative Thinking: Embrace and drive innovation within the team and organization.

Continuous Learning: Commitment to personal and professional growth.

Resilience: Ability to adapt to change and maintain a positive outlook.

Empowerment: Foster an environment where team members feel empowered to take initiative.

Inclusivity and Diversity: Promote and uphold a culture of inclusivity and diversity.

Professionalism: Exhibit the highest level of professionalism in all communications.

Prioritization: Expertly prioritize tasks to manage complex schedules and competing demands.

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